Cullman County Personnel Handbook

Transcription

Cullman County
Personnel Policies
and Procedures
CULLMAN COUNTY
COMMISSION
EMPLOYEE HANDBOOK
ADOPTED
February 23, 2016
REVISED
March 8, 2016
Introduction
We are pleased to introduce the revised Cullman County Commission employee handbook. This handbook has been
designed to outline and summarize basic personnel policies, employee benefits, employee responsibilities and
employee rights. This handbook in intended to be a useful tool for all Cullman County Commission employees.
Compliance with this handbook, departmental rules and regulations, and any other County policy is mandatory for all
employees, regardless of status or type unless exempted by law or statute.
This handbook was developed to provide general guidelines about the Cullman County Commission’s policies and
procedures for employees; however, it does not contain promises to any employee about how any particular situation
will be handled. It is a guide to assist employees in becoming familiar with some of the benefits and obligations of
employment. None of the guidelines in this handbook are intended, or to be construed as a guarantee of employment
for any specific period of time of any specific type of work. These guidelines are subject to modification, amendment
or revocation by the Cullman County Commission at any time, without advance notice.
Each department of the County may develop additional policies and procedures relating to their department, at their
discretion. Additional policies and procedures may be more restrictive than the provision of this handbook, but may
not be less restrictive.
It is the intention of the Cullman County Commission to adhere to all applicable state and federal laws, rules and
regulations. Any personnel policy found to be in conflict with a state or federal law, specifically in accordance with
Ala. Code §45-22-120, et seq., as amended, will be changed to ensure compliance with the law.
This handbook revokes and supersedes all prior handbooks, amendments and any policy or communication
related to the employee handbook. It is your responsibility to ensure you have the most up-to-date version of the
handbook. All questions pertaining to information found in this handbook should be referred to your Supervisor,
Department Head or the Personnel Department.
Cullman County is an Equal Opportunity Employer
Cullman County Commission Employee Handbook – Revised March 8, 2016
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Table of Contents
I.
General Personnel Policies
Page
A. Equal Employment / Workplace Discrimination and Harassment Policy……………………….5
B. Non-Harassment Policy………………………………………………………………………….5
C. Equal Employment Opportunity / Employment Grievance Procedures…………………………6
D. Non-Disciplinary Administrative Grievance Procedures………………………………………..7
E. Anti-Retaliation………………………………………………………………………………….8
F. Workplace Rules of Conduct…………………………………………………………………….8
G. Workplace Violence Prevention…………………………………………………………………9
H. Technology Use Policy…………………………………………………………………………..10
I. American with Disabilities Act (ADA)………………………………………………………….12
J. Health Insurance Portability and Accountability Act (HIPAA)…………………………………13
K. Dress Code……………………………………………………………………………………….13
L. Attendance……………………………………………………………………………………….14
M. Work Hours and Time Records………………………………………………………………….14
N. Payroll Safe Harbor Policy………………………………………………………………………15
O. Inclement Weather / Declared Emergency………………………………………………………16
P. Central Personnel Files…………………………………………………………………………..17
Q. Performance Appraisals………………………………………………………………………….17
R. Temporary Assignments…………………………………………………………………………18
S. Cross-Training…………………………………………………………………………………...18
T. Promotions……………………………………………………………………………………….18
U. Transfers and Reassignments…………………………………………………………………….19
V. Voluntary Demotion……………………………………………………………………………..19
W. Resignations……………………………………………………………………………………...19
X. Exit Interviews…………………………………………………………………………………...20
Y. Rehire…………………………………………………………………………………………….20
Z. Furloughs………………………………………………………………………………………...20
AA. Reduction in Force…………………………………………………………………………….....21
BB. Tobacco Use / Smoke Free Workplace…………………………………………………….…….21
CC. Solicitation…………………………………………………………………………………….….21
DD. Garnishments and Levies………………………………………………………………….……...22
EE. Immigration Compliance………………………………………………………………….……...22
FF. Employee Assistance Program Policy……………………………………………………………22
GG. Other Policies and Procedures……………………………………………………………………24
II. Classification and Compensation
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
Classification of Employees…………………………………………………………………….24
FLSA Exempt and Non-Exempt Employees…………………………………………………….25
Employment for Classified Positions……………………………………………………………25
Employment for Exempt Positions………………………………………………………………25
Sheriff’s Department Personnel………………………………………………………………….25
Probationary Employees…………………………………………………………………………26
Part-Time and Seasonal/Temporary Employees………………………………………………....26
Job Classification Plan…………………………………………………………………………...26
Wage and Salary Administration………………………………………………………………...26
Pay Increases for Appointed Employees and Appointed Contract Employees………………….27
Approval for Salary Changes…………………………………………………………………….27
Pay Periods……………………………………………………………………………………….28
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M.
N.
O.
P.
Q.
R.
S.
Working During Lunch Period…………………………………………………………………..28
Breaks……………………………………………………………………………………………28
Working Before and After Regular Hours……………………………………………………….28
On-Call Policy……………………………………………………………………………………28
Special Pay Provisions…………………………………………………………………………...29
Pay Advances…………………………………………………………………………………….30
Direct Deposit……………………………………………………………………………………30
III. Progressive Discipline
A.
B.
C.
D.
E.
F.
G.
H.
Progressive Discipline Procedures………………………………………………………………30
Administrative Leave Without Pay……………………………………………………………...31
Suspensions Without Pay………………………………………………………………………..31
Involuntary Demotions…………………………………………………………………………..31
Terminations……………………………………………………………………………………..32
Appeals Procedures for Adverse Action…………………………………………………………32
Appeals Process to the Personnel Board for Adverse Action……………………………………33
The Personnel Appeals Board……………………………………………………………………33
IV. Leave Policies
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Annual Leave…………………………………………………………………………………….35
Annual Leave Scheduling………………………………………………………………………..37
Sick Leave………………………………………………………………………………………..37
Sick Leave Notification and Approval……………………………………………………….…..37
Bereavement Leave Notification / Funeral Leave……………………………………………….38
Personal Leave…………………………………………………………………………………...39
Holidays………………………………………………………………………………………….39
Leave Without Pay………………………………………………………………………………40
Leave of Absence………………………………………………………………………………..40
Administrative Leave with Pay………………………………………………………………….41
Family and Medical Leave Act (FMLA)………………………………………………………..41
Military Leave…………………………………………………………………………………...44
Uniformed Services Employment and Reemployment Rights Act (USERRA)………………...45
Jury Duty or Court Appearance…………………………………………………………………45
Voting Leave / Elections………………………………………………………………………...46
Political Leave Without Pay……………………………………………………………………..46
V. Employee Benefits
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
Benefits Eligibility……………………………………………………………………………….46
Benefits Effective and Termination Dates……………………………………………………….47
Medical, Dental and Vision Coverage…………………………………………………………...47
Notice for Individuals Declining Health Coverage………………………………………………47
Identification Cards………………………………………………………………………………47
Annual Enrollment / Transfer Period……………………………………………………………47
Benefit Premiums / Payroll Deductions…………………………………………………………48
Consolidated Omnibus Budget Reconciliation Act (COBRA)………………………………….48
Change of Status…………………………………………………………………………………48
Life Insurance……………………………………………………………………………………49
Employee Assistance Program (EAP)…………………………………………………………...49
Supplemental Benefits…………………………………………………………………………...49
Retirement Plan………………………………………………………………………………….49
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N. Conditions for Retirement……………………………………………………………………….50
O. Benefits Due at Retirement………………………………………………………………………50
P. Retirement Disability…………………………………………………………………………….51
VI. Code of Ethics
A.
B.
C.
D.
E.
F.
Ethical Conduct………………………………………………………………………….……….52
Statement of Economic Interest…………………………………………………………….……52
Political Activity………………………………………………………………………….……...52
Secondary Employment………………………………………………………………….………52
Hiring of Relatives – Nepotism Policy………………………………………………….……….53
Reporting Arrests……………………………………………………………………….………..54
VII. Safety and Health
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q.
Introduction………………………………………………………………………………………54
Responsibilities…………………………………………………………………………………..54
Loss and Safety Investigations…………………………………………………………….……..56
Workers Compensation………………………………………………………………….……….56
Workers Compensation Payments……………………………………………………….……….58
Transitional Duty………………………………………………………………………….……...59
General Safety and Health Rules………………………………………………………….……...61
Safety Rules……………………………………………………………………………….……...62
Health Rules……………………………………………………………………………………...63
Fire and Environmental Rules…………………………………………………………….……...63
Severe Weather / Tornado Safety Procedures……………………………………………………63
Bomb Threat Procedures…………………………………………………………………………64
Active Shooter Guidelines………………………………………………………………….…….65
Alcohol and Drugs – Drug Free Workplace Policy…………………………………..…………..67
Fleet Policy……………………………………………………………………………………….79
Seat Belt Policy…………………………………………………………………………………...81
Usage of Wireless Communication Devices While Driving Policy……………………………...81
VIII.
Revision Log………………………………………………………………………………….83
IX.
Acknowledgement………………………………………………………………84
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I. General Personnel Policies
I-A. Equal Employment / Workplace Discrimination Policy
Cullman County is an Equal Opportunity Employer and complies with all applicable state and federal laws, rules and
guidelines, including, but not limited to, Title VII of the Civil Rights Act of 1964, governing discrimination in
employment. Cullman County recruits, selects, trains and promotes all employee without regard to race, color, sex,
religion, national origin, age, marital status, sexual orientation, political belief, actual or perceived disability or history
of disability, genetic information, or status as a Vietnam-era or special disabled veteran except where specific age, sex
or physical constitute a bona fide occupational qualification that is necessary to proper and efficient administration.
The Cullman County Commission hereby establishes and reaffirms its commitment to a clearly defined Equal
Employment Opportunity Program (EEOP) as set forth by the following guidelines:
 Equal opportunity for all our citizens is a historic American ideal, and it is the policy of the Cullman County
Commission to maintain equal employment opportunity in the public service position of county government
by considering job applicants and employees for hiring and advancement on the basis of job-pertinent
individual differences and not on the basis of the extraneous factors such as race, religious creed, color, national
origin, ancestry, sex, marital status, sexual orientation, medical condition, age or disability. The objective of
this program is to continue to ensure nondiscrimination in all employment related decision.
I-B. Non-Harassment Policy
Cullman County is committed to creating a workplace free from the unlawful harassment of employees by other
employees and officials, or the unlawful harassment of its officials and employees by its vendors, customers or visitors.
Likewise, Cullman County will not accept the unlawful harassment of a vendor, customer or visitor by any employee
of Cullman County.
In keeping with the spirit and the intent of federal and state law, Cullman County strives to provide a comfortable work
environment. Cullman County Commission is committed to a workplace that is free of discrimination and harassment
based on race, sex, religious creed, color, national origin, ancestry or citizenship, disability or medical condition, age,
or any other basis protected status. Same-sex harassment is also unlawful. Offensive or harassing behavior against any
employee will not be tolerated. In addition, those County employees in a supervisory or managerial position will be
responsible for taking proper action to end such behavior in their work areas.
In an effort to prevent sexual harassment and other forms of harassment from occurring, this policy against harassment
will be communicated to each employee. No Cullman County employee is exempt from this policy.
1. Prohibited Behavior.
Offensive conduct or harassment that is of a sexual nature or based on race, sex, religious creed, color, national
origin, ancestry or citizenship, disability or medical condition, age, or any other basis protected status is
prohibited. This includes, but is not limited to:
a. Physical actions, written or spoken language and graphic communications;
b. Unwelcome and unwanted physical contact;
c. Graphic or suggestive comments about an individual’s dress or body;
d. Sexually degrading words to describe an individual;
e. Expectations, requests, demands or pressure for sexual favors;
f. The display of sexually suggestive objects or pictures, including nude photographs;
g. Slurs, jokes, posters, cartoons and gestures that are offensive in nature.
The above-mentioned conducts are prohibited forms of harassment when any or all of the following is/are true:
h. There is a promise or implied promise of preferential treatment or negative consequence regarding
employment decisions or status;
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i.
j.
Such conduct is intended to or has the effect of creating an intimidating or hostile or offensive work
environment, or unreasonably interferes with a person’s work performance;
A third party is offended by the sexual conduct or communications of others.
Cullman County encourages employee to address harassment directly when it occurs. Any incident of harassment shall
be reported immediately to the Personnel Department or the respective Appointing Authority, Appointed Department
Head, or supervisor in the manner as described under the section I.C Equal Employment Opportunity/Employment
Grievance Procedures. If an employee is not satisfied with the results or action(s) taken as a result of his or her initial
complaint, then the employee must report his or her complaint to the County Administrator.
All complaints for harassment will be investigated, and the results of the investigation will be reported to the
complaining party. Investigation of a harassment complaint may include, but is not limited to, interviewing the
complaining and accused parties as well as other employees and/or vendors necessary to obtain sufficient information
upon which to make an assessment of the situation. While Cullman County will make every effort to be sensitive to
privacy issues, there is no guarantee of confidentially. Retaliation and/or discrimination against an employee who
complains of harassment are strictly prohibited and also may be a violation of Title VII.
As with any form of harassment, the employee has the responsibility to report sexual harassment to an appropriate
authority as soon as possible. He or she may report the harassing behavior to his or her immediate supervisor,
Appointing Authority, Appointed Department Head, or the Personnel Department. The complaint of sexual harassment
will be investigated promptly and impartially, with confidentiality maintained to the greatest extent possible. The
complaining employee will be advised of the findings following the investigation.
Any employee, supervisor or Appointed Department Head who is found to have engaged in any form of harassment of
another employee will be subject to appropriate disciplinary action, up to and including termination. Likewise, any
employee, who has knowledge of such behavior, yet takes no action to report it or in the case of supervisors and
managers, to end it, is also subject to disciplinary action.
If the complaining employee is dissatisfied with the outcome of the investigation, or if any form of harassment persists
or re-occurs, the employee has the responsibility to report the occurrence or re-occurrence to the appropriate authority
as soon as possible.
I-C. Equal Employment Opportunity / Employment Grievance Procedures
If an employee or applicant feels he or she has been a victim of discrimination, the employee (or applicant) shall file a
written complaint. Complaints by employees should be addressed to the employee’s supervisor; if the supervisor is the
subject of the complaint, it should be addressed to the employee’s Appointed Department Head. Employees employed
under the Revenue Commission Office should address the complaint to the Revenue Commissioner; employees
employed under the Probate Office should address the complaint to the Probate Judge. If the Appointed Department
Head, Revenue Commissioner or Probate Judge is the subject of the complaint, or if for any reason the employee is
unable to follow this process as outlined, the complaint should be directly filed with the Human Resources (HR)
Specialist, who would also serve as the EEO Officer for that purpose.
The written complaint should contain the following:
1. Date(s), time(s) and Location(s) of the incident/incidences that took place;
2. Description of each incident, including a statement as to any physical contact made and as to what was said
and/or done;
3. Name(s) of witnesses, if any; and
4. The names of anyone with whom incident/incidences have been discussed.
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All complaints of discrimination will be investigated, and the results of the investigation will be reported to the
complaining party. Investigation of a discrimination complaint may include, but is not limited to, interviewing the
complaining party as well as other employees and/or others necessary to obtain sufficient information upon which to
make an assessment of the situation. While every effort will be made to be sensitive to privacy issues, in the course of
an investigation, Cullman County will discuss relevant information with appropriate parties on a need-to-know basis;
and therefore, the information provided during the investigation may not be kept confidential. A record of the complaint
and findings will become a part of the complaint investigation records and the file will be maintained separately from
your personnel file.
The HR Specialist is principally responsible for investigating violations of the personnel policies of Cullman County.
When appropriate the HR Specialist may explore informal means to resolve discrimination complaints. Informal dispute
resolution procedures may include, but are not limited to, counseling the alleged violator or serving as a mediator
between the two parties.
When the matter cannot be resolved informally, the HR Specialist or the appropriate party may prepare a written report
of the investigation and a recommendation. Recommendations can include discipline for the violator as well as the
restoration of any employment terms, conditions, or opportunities the complainant lost or was denied because of the
discrimination.
If an employee is not satisfied with the resolution of the initial complaint, then the employee shall bring the complaint
to the County Administrator in writing. The County Administrator will decide whether to approve the HR Specialist’s
recommendation, dismiss the complaint or order further investigation. In the event the complaint is against the County
Administrator, the HR Specialist will submit his or her recommendation to a Department Head, not associated with the
complaint, who will decide whether to approve the HR Specialist’s recommendation, dismiss the complaint or order
further investigation.
I-D. Non-Disciplinary Administrative Grievance Procedures
A grievance may be a complaint regarding some matter considered by an employee as unresolved and otherwise
unsettled by Cullman County Commission procedure, rule or regulation already in effect.
Step 1. (Applicable to Employees and Supervisors)
The employee is expected to make every effort to resolve problems as they occur through informal means. Therefore,
within five (5) calendar days after an employee knows, or should have known, of an alleged violation or misapplication
of a Cullman County personnel rule, regulation or procedure, the employee shall discuss the grievance with his or her
immediate supervisor or the next highest supervisor if the problem is with the immediate supervisor (collectively
hereafter “supervisor”). If this informal discussion fails to resolve the problem, the employee should prepare a written
description of the problem at issue, including reference to any applicable personnel rule, regulation or procedure, the
discussion that was held with the supervisor and why the employee feels that no acceptable resolution was reached in
the discussion. Any such written description shall be prepared and provided to the supervisor in question within three
(3) working days of the discussion.
The supervisor should provide the employee an answer within three (3) working days of this initial meeting or receipt
of said written description. The employee’s signed written description of the grievance along with the response of the
supervisor is required at this level.
Step 2. (Employee, Supervisor, Appointing Authority or Appointed Department Head)
Within three (3) working days from the receipt of the supervisor’s final decision, the employee shall have the right to
forward the decision to his or her Appointed Department Head. In the event the Appointed Department Head is actually
the immediate supervisor, then to the Appointing Authority. Employees working in the Office of the Revenue
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Commissioner shall forward the decision to the Revenue Commissioner, and employees working in the Probate Office
shall forward the decision to the Probate Judge. The appeal to the Appointed Department Head or the Appointing
Authority must be in writing, must describe and attach the decisions of the employee’s supervisor and Appointed
Department Head and must specify the relief sought. The Appointing Authority or Appointed Department Head shall
furnish the employee an answer within three (3) working days of receipt of the appeal forwarded by the employee.
Written record of the grievance is required by the Appointing Authority and/or Appointed Department Head and shall
include the following:
1. A statement of rules, regulations or procedures that have been violated or misapplied, with the dates and
descriptions of such violations or misapplication signed by the employee;
2. A copy of the written action taken by the supervisor;
3. The specific remedy that is being sought signed by the employee;
4. The specific final action of the Appointing Authority or Appointed Department Head with respect to the
grievance signed by the Appointing Authority or Appointed Department Head; and
5. Any decision of the Appointing Authority or Appointed Department Head will be final in all matters that do
not concern the termination, suspension without pay or involuntary demotion of an employee who has
completed the probationary period.
I-E. Anti-Retaliation
Cullman County is committed to providing a work environment in which employees may complain about alleged
discrimination or other problems, including harassment, without fear of retaliation. The County strictly prohibits
discrimination against an employee because he or she has made a charge, testified, assisted or participated in any manner
in an investigation, proceeding, or hearing regarding such alleged practices.
Any employee who wants to report an incident of retaliation should promptly report the matter. Employees can raise
concerns and make reports without fear of reprisal or retribution. Any employee, supervisor, Appointing Authority or
Appointed Department Head who becomes aware of possible retaliation shall promptly advise any of the persons listed
above. Anyone engaging in retaliation will be subject to disciplinary action, up to and including immediate termination
of employment.
I-F. Workplace Rules of Conduct
One of the County’s paramount principles is to demonstrate respect and dignity in service to the citizens of Cullman
County and interactions with each other. To assure orderly operations and provide the best possible work environment,
the County from time to time establishes general work rules. Although it is not possible to list all the forms of behavior
that are considered unacceptable in the workplace, the following are examples of some of the types of infractions which
can result in disciplinary action up to and including termination. In order to avoid such severe consequences, just follow
simple common sense, read and understand this list of examples and ask management before engaging in any
questionable activity. Many of these policies and rules are outlined elsewhere in this handbook.
Examples of workplace rules of conduct for which an employee will be subject to progressive discipline under the
Progressive Disciplinary Policy from counseling up to and including termination include, but are not limited to, the
following:
1. Insubordination or lack of cooperation;
2. Failing to follow instructions or to perform work as requested;
3. Failing to meet reasonable standards of efficiency and productivity, or otherwise unsatisfactory job
performance and/or repeated substandard work;
4. Unauthorized or excessive absences (including failure to report for work, late arrival, early departure or
unauthorized absence from duty) from work;
5. Excessive break time or repeatedly attending to personal affairs on work time;
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6.
7.
Sleeping or giving the appearance of sleeping while on County property or during the time in which the
employee is supposed to be working; or
Failure to prepare and submit required reports and/or records in a timely manner.
Examples of workplace rules of conduct for which an employee may be subject to a letter of reprimand or other
disciplinary action up to and including immediate termination as set forth in the progressive disciplinary policy include,
but are not limited to, the following:
8. Abusing, damaging, wasting, stealing, inappropriately removing or possessing County property, records or the
property of other employees.
9. Falsifying the employment application or making misrepresentations on any other personnel records;
10. Falsifying County reports or committing fraud with regard to any records (including time records, expense
accounts, absence excuse, etc.);
11. Fighting, threatening violence or otherwise starting a disturbance on County premises or while performing job
duties, including, but not limited to, assaulting or intimidating a County employee or non-employee;
12. Reporting to work in a condition unfit to perform his or her duties, including reporting to work with measurable
amounts of illegal drugs, intoxicants, or controlled substances in the employee’s system or being under the
influence of alcohol or drugs or controlled substances;
13. Possessing, consuming or selling alcohol, illicit drugs or controlled substances on County premises or while
performing job duties and/or any violation of the County Drug-Free Workplace Policy;
14. Violating a County safety, fire prevention, health, or security rule, policy or practice – or creating or
contributing to unhealthy or unsanitary conditions;
15. Boisterous or disruptive activity or horseplay in the workplace;
16. Conduct leading to damage of County-owned property;
17. Disclosing unauthorized confidential County information;
18. Unauthorized solicitation or distribution on County property.
19. Sexual, racial or other unlawful harassment or any violation of the Rules of Conduct or Harassment policies;
20. Failing to fully cooperate in any County investigation;
21. Failure to notify the County of wrongdoings of co-workers or for violation of any rules, regulations or law;
22. Failing to notify the County of an accident as soon as possible.
23. Abuse of phone or other communication systems for personal use;
24. Abuse or misuse of County telephone system, computer system or data;
25. Entering a restricted area without authorization;
26. Not being truthful or attempting to mislead or evade a direct question or inquiry from any supervisor or County
official; or
27. Multiple or repeated violations of workplace rules or conduct.
The above list is not all encompassing or all-inclusive.
I-G. Workplace Violence Prevention
Cullman County Commission is committed to maintaining a safe environment and preventing workplace violence. All
employees should be treated with courtesy and respect at all times. Conduct that threatens, intimidates or coerces
another employee, a client, or a member of the public at any time, including off-duty periods, will not be tolerated.
Within the sole discretion of the county, any employee who engages in workplace violence will be disciplined, up to
and including immediate termination of employment with no further warning.
In an effort to prevent violence that may occur during business hours or on County premises, the Commission has
developed these guidelines to identify and define prohibited conduct, which includes, but is not limited to, the following:
1. Physically or verbally threatening another individual;
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The intentional destruction or threat of destruction of County property or a co-employee’s property while at
work;
3. Harassing or threatening phone calls or written communications;
4. Stalking;
5. Advocating or threatening the illegal use of weapons or bombs;
6. Threats or attempt to commit suicide;
7. Fighting;
8. Horseplay;
9. Bullying;
10. Offensive profanity; or
11. Advocating or threatening revenge based upon a workplace occurrence.
2.
All threats of violence, violent acts, potentially volatile situations and all conduct prohibited by this policy should be
reported as soon as possible to the supervisor. This includes threats by employees, as well as threats by clients, vendors,
solicitors or other members of the public. Reports should be as specific and detailed as possible. Additionally, any
emergency, crisis or situation posing imminent danger should be immediately reported to 911. As soon as practical,
notify the Appointing Authority, Appointed Department Head or supervisor.
The County will promptly and thoroughly investigate all reports. The identity of the individual making a report will be
protected as much as is practical. No person will be subject to retaliation or reprisal because of making a report. In
order to maintain workplace safety and the integrity of its investigation, the County may place employees on
administrative leave, either with or without pay, pending investigation. Employees charged with a crime may be placed
on administrative leave without pay for a maximum of ten (10) days for investigation.
Anyone determined to be responsible for threats of violence, violent acts or other conduct that is in violation of these
guidelines will be subject to prompt disciplinary action up to and including termination of employment.
Employees are also strictly prohibited from using, possessing or concealing any weapon, including but not limited to
handguns, shotguns, rifles, tasers, automatic or semi-automatic weapons, or other firearms, and knives with blades more
than three (3) inches in length, while on any Cullman County property. This prohibition does not apply to materials
specifically authorized by the county for use on-the-job or another job-related purpose or such weapons left in the
employee’s vehicle if otherwise permitted by law. Any employee who violates this provision against weapons will be
disciplined, up to and including immediate termination of employment, within the discretion of the Cullman County
Commission.
Cullman County encourages employees to bring their disputes or differences with other employees to the attention of
the supervisor before the situation escalates into potential violence. The County is eager to assist the resolution of
employee disputes and will not discipline employees for raising such concerns.
I-H. Technology Use Policy
To remain competitive, better serve our citizens and provide our employees with the best tools to do their jobs, Cullman
County makes available to our workforce access to one or more forms of electronic media and services, including
computers, e-mail, telephones, fax machines, external electronic bulletin boards, wire services, online services, intranet,
Internet and the World Wide Web.
Cullman County encourages the use of these media and associated services because they can make communication more
efficient and effective and because they are valuable sources of information about vendors, customers, technology and
new product and services. However, all employees and everyone connected with the organization should remember
that electronic media and services provided by the county are county property and their purpose is to facilitate and
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support county business. All computer users have the responsibility to use these resources in a professional, ethical and
lawful manner.
To ensure that all County employees are responsible, the following guidelines have been established for using e-mail
and the internet. No policy can lay down rules to cover every possible situation. Instead, it is designed to express
Cullman County Commission’s philosophy and set forth general principles when using electronic media and services.
1. Prohibited Communications. Electronic media cannot be used for knowingly transmitting retrieving, viewing
or storing any communication that is:
a. Discriminatory or harassing;
b. Derogatory to any individual or group;
c. Obscene, sexually explicit or pornographic;
d. Defamatory or threatening;
e. In violation of any license governing the use of software; or
f. Engaged in for any purpose that is illegal or contrary to Cullman County’s policy or business interests.
2.
Personal Use. The computers, electronic media and services provided by Cullman County are primarily for
business use to assist employees in the performance of their jobs. Limited, occasional or incidental use of
electronic media (sending or receiving) for personal, non-business purposes is understandable, and all such use
should be done in a manner that does not negatively affect the systems’ use for their business purposes.
However, employees are expected to demonstrate a sense of responsibility and not abuse this privilege.
3.
Access to Employee Communications. Generally, electronic information created and or/communicated by an
employee using e-mail, word processing, utility programs, spreadsheets, voicemail, telephones, Internet and
bulletin board system access, and similar electronic media is not review by the County. However, the following
conditions should be noted:
a.
b.
c.
Cullman County does routinely gather logs for most electronic activities or monitor employee
communications directly (e.g., telephone numbers dialed, sites accessed, call length and time at which
calls are made, for the following purposes:
i. Cost analysis;
ii. Resource allocation;
iii. Optimum technical management of information resources; and
iv. Detecting patterns of use that indicate employees are violating County policies or engaging
in illegal activity.
Cullman County reserves the right, at its discretion, to review any employee’s electronic files and
messages to the extent necessary or reasonably calculated to ensure electronic media and services are
being used in compliance with the law, this policy and other county policies.
Employees should not assume electronic communications are completely private. Accordingly, if
they have sensitive information to transmit, they should other means.
4.
Software. To prevent computer viruses from being transmitted through the County’s computer system,
unauthorized downloading of any software is strictly prohibited.
5.
Security / Appropriate Use.
a. Employees must respect the confidentiality of other individuals’ electronic communications. Except
in cases in which explicit authorization has been granted by Cullman County Commission, employees
are prohibited from engaging in, or attempting to engage in:
i. Monitoring or intercepting the files or electronic communications of other employees or third
parties;
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b.
c.
d.
6.
ii. Hacking or obtaining access to systems or accounts they are not authorized to use;
iii. Using other people’s log-ins or passwords, and
iv. Breaching, testing or monitoring computer or network security measures.
No e-mail or other electronic communications can be sent that attempt to hide the identity of the
sender or represent the sender as someone else.
Electronic media and services should not be used in a manner that is likely to cause network
congestion or significantly hamper the ability of other people to access the use of the system.
Anyone obtaining electronic access to other companies’ or individuals’ materials must respect all
copyrights and cannot copy, retrieve, modify or forward copyrighted materials except as permitted by
the copyright owner.
Social Media. Employees are prohibited from engaging in any internet blogging, online social networking, or
other form of online publishing or discussion activities (“Online Social Networking and Blogging Activities”)
while on County time, County property, or County business unless they have the advance approval for Countydirected postings.
Even on their own time, employees engaging in Online Social Networking and Blogging Activities are subject
to all of the County’s policies and procedures, including, but not limited to, the County’s policies prohibiting
any type of employment discrimination or harassment.
Employees engaging in Online Social Networking and Blogging Activities are expected to remain respectful
of the County, and its employees, its services, and should not post any material that is obscene, vulgar,
defamatory, threatening, discriminatory, harassing, abusive, hateful or embarrassing to another person or
entity, and should not engage in any activity that reflects or may reflect negatively on the County, its
employees, its services, or contains any content prohibited by the County’s policies and procedures.
Employees should make it clear in any Online Social Networking and Blogging Activities that the views and
opinions they express about work-related matters are their own, have not been reviewed or approved by their
employer, and do not necessarily represent the views and opinions of their employer.
Employees should understand that they are personally responsible for the commentary they express and the
material they post while engaging in Online Social Networking and Blogging Activities.
7.
Encryption. Employees can use encryption software supplied to them by the systems administrator for
purposes of safeguarding sensitive or confidential business information. Employees who use encryption on
files stored on a County computer must provide their supervisor with a sealed hard copy record (to be retained
in a secure location) of all the passwords and/or encryption keys necessary to access the files.
8.
Property Rights. The computer operating systems, software, equipment, accessories, computer files (diskettes,
hard drives and CDs), e-mail, PDA, internet, telephone voice mail, cell phones, pagers and all other systems
where data can be stored are the dole and exclusive property of Cullman County.
9.
Violations. Any employee who abuses the privilege of their access to e-mail or the Internet in violation of this
policy will be subject to corrective action, including possible termination of employment, legal action, and
criminal liability.
I-I. Americans with Disabilities Act (ADA)
Cullman County Commission complies with the Americans with Disabilities Act of 1990, Public Law 101-336 (ADA),
which prohibits discrimination on the basis of disability. The ADA prohibits employers with fifteen (15) or more
employees from discriminating against qualified job applicants and employees who are or become disabled.
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Cullman County Commission is committed to providing reasonable accommodations to qualified individuals with
disabilities, unless it would impose an undue hardship on the employer. If an employee has a disability, he or she may
request a reasonable accommodation at any time during the application process of during the period of employment.
The employee, the employee’s health professional, or any other representative acting on behalf of the employee may
request an accommodation. This may be done verbally or by completing a reasonable accommodation request form.
This form may be obtained from the employee’s supervisor of the Cullman County Personnel Department.
Reasonable documentation from an appropriate healthcare or rehabilitation professional may be required to establish
that an employee has an ADA disability and that the disability necessitates a reasonable accommodation.
If you have a disability and need accommodation to perform your job duties or to receive
any regular benefit or condition of employment, you should make the request to your
supervisor verbally, in a written note or memo or by using a special form. Any other
person may assist in making this request.
I-J. HIPAA
Cullman County Commission complies with the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
and follows guidelines involving the protected health information of employees and dependents. Contact the Personnel
Department for information on how to obtain a copy of the Health Insurance Portability and Accountability Act of 1996
policy.
I-K. Dress Code
The Cullman County Commission seeks to project a positive image and to promote professionalism in the workplace.
Employees are required to dress in an appropriate manner consistent to the specific job duties to which he or she is
assigned and to exercise good judgment. Appointing Authorities, Appointed Department Heads and supervisors are
authorized/required to assure compliance in the particular areas for which they are responsible. Dress codes are left to
the discretion of the department head over the department.
During business hours or whenever an employee represents the County, he or she should be clean, well-groomed and
wear appropriate clothes.
If an employee’s supervisor finds that the employee’s personal appearance is inappropriate, he or she will be asked to
leave work and return properly dresses and groomed. If an employee is asked to leave, he or she will not be paid for
the time away from work.
Where necessary, the County may make a reasonable accommodation to this policy for a person with a disability.
The following examples should help the employee understand the County’s personal appearance guidelines:
1. Tank tops, tube or halter tops may not be worn under any circumstances;
2. Offensive body odor and poor hygiene is not professionally acceptable;
3. Perfume, cologne and aftershave lotion should be used moderately or avoided altogether, as some individuals
may be sensitive to strong fragrances;
4. Facial jewelry and body piercings, such as eyebrow rings, nose rings, lip rings and tongue studs, is not
professionally appropriate and must not be worn at work;
5. Torso body piercings with visible jewelry or jewelry that can be seen through or under clothing must not be
worn at work;
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6.
7.
8.
Footwear should be fastened and secure to feet for safety and shall be appropriate for job duties; and
Skirt length must be no more than two (2) inches above the knee.
Shorts may be worn in certain circumstances in some departments. If shorts are allowed the length must be no
more than two (2) inches above the knee. “Short shorts” are not permitted.
I-L. Attendance
Each employee is an important member of the Cullman County Commission team. In order to accomplish this, each
employee’s prompt and regular attendance is required.
In case of an illness that would prevent the employee from reporting to work at the scheduled time, notice must be
confirmed to his or her supervisor (or designee), next level manager, Appointed Department Head or Appointing
Authority. If notice is given, the employee will still be considered tardy once he or she arrives at work. The Appointing
Authority and/or Appointed Department Head of the department may further define specific departmental requirements.
Notice must be confirmed by your supervisor (or designee), next level manager, Appointed
Department Head or Appointing Authority to give notification of absence or tardiness.
Your Appointing Authority and/or Appointed Department Head may further define
specific departmental requirements.
Failure to
provide notification of absence for three (3) consecutive workdays may result in removal from the payroll as having
resigned without notice. Employees who resign under such circumstances are not eligible for rehire.
I-M. Work Hours and Time Records
The normal workweek for a full-time employee consists of forty (40) hours depending of the job classification and work
location and for a part-time employee less than thirty (30) hours a week on average. Some jobs may require other hours
of service. In such cases, the immediate supervisor will inform the employee of the required work hours.
Hourly (FLSA non-exempt) employees will be responsible for completing a time record with the beginning and ending
work times, including lunch. This is necessary for payroll calculation of the employee’s earnings.
All salaried (FLSA exempt) employees are expected to accomplish their duties irrespective of the time or days required
to do so. Salaried exempt employees will be responsible for recording all time records if he or she is absent from work.
The employee reserves the right to examine and verify his or her personal time record prior to supervisor approval.
Employees who willfully falsify a time record will be subject to immediate termination.
A workday may not be shortened by “working through” or reducing the lunch period on a voluntary basis, nor may an
employee voluntarily begin work before or after his or her regularly scheduled hours for the purpose of accumulating
overtime. Every adjustment to the work schedule requires approval from the employee’s immediate supervisor.
You will be subject to immediate termination if you willfully falsify your time record. The
same consequence applies if you falsify, or interfere with, the time record of any other
employee.
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I-N. Payroll Safe Harbor Policy
It is the policy and practice of the Cullman County Commission to accurately compensate employees and to do so in
compliance with all applicable state and federal laws. To ensure that the employee is paid properly for all time worked
and that no improper deductions are made, the employee must record correctly all work time and review his or her
paychecks promptly to identify and to report all errors.
The Cullman County Commission makes every effort to ensure all employees are paid correctly. When mistakes do
happen and are called to our attention, we will promptly make any corrections necessary. Each employee should review
his or her pay stub when received to make sure it is correct. If a mistake has occurred or if there are any questions,
please use the reporting procedure outlined below.
If an employee is classified as non-exempt (Hourly), he or she must maintain a record of the total hours worked each
day. These hours must be accurately recorded in the time keeping system provided by the County. Each employee
must verify that the reported hours worked are complete and must accurately reflect all regular and overtime hours
worked, any absences, late arrivals, early departures and meal breaks. When an employee receives each paycheck, the
employee must also verify immediately that he or she was paid correctly for all regular and overtime hours worked each
workweek. Any discrepancies will be corrected on the next regular payroll run. No special payroll will be run.
Unless authorized by the employee’s supervisor, the employee shall not work any hours that are not authorized, unless
authorized to do so by his or her immediate supervisor and that time is recorded on his or her time record. Employees
are prohibited from performing any “off-the-clock” work. “Off-the-clock” work means work the employee may perform
put fails to report on his or her time record. Any employee who fails to report or in accurately reports any hours worked
will be subject to potential disciplinary action, up to and including, termination.
It is a violation of the County’s policy for any employee to falsify a time record, or to alter another employee’s time
record. It is also a serious violation of County policy for any employee or manager to instruct another employee to
incorrectly or falsely report hours worked or to alter another employee’s time record to under- or over-report hours
worked. If any supervisor or employee instructs another employee to (1) incorrectly or falsely under- or over-report an
employee’s hours worked, or (2) alter another employee’s time records to inaccurately or falsely report that employee’s
hours worked, the employee should report it immediately to the Personnel Department or County Administrator.
If an employee is classified as exempt (salaried), the employee will receive a salary that is intended to compensate him
or her for all hours he or she may work for the County. This salary will be established at the time of hire or when he or
she becomes classified as an exempt employee. While it may be subject to review and modification from time to time,
such as during salary review times, the salary will be a predetermined amount and will not be subject to deductions for
variations in the quantity or quality of the work the employee performs.
Under federal and state law, an employee’s salary is subject to certain deductions. For example, absent contrary state
law requirements, an employee’s salary can be reduced for the following reasons:
1. Full day absences for sickness, disability or personal reasons;
2. Partial day absences for sickness, disability or personal reasons when:
a. Permission for paid leave has not been sought or has been sought and denied;
b. Accrued leave has been exhausted; or
c. Employee is granted leave without pay, in accordance with the policies adopted by the Cullman
County Commission.
3. Full day disciplinary suspensions for infractions of the Cullman County Commission’s written policies and
procedures;
4. Family and Medical Leave Absences (either full or partial day absences);
5. The first or last week of employment in the event the employee works less than a full week; or
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6.
Suspension without pay for full or partial day absences based on violation of a safety rule or a workplace rule
of conduct.
An employee’s salary may also be reduced for certain types of deductions such as his or her portion of health, dental or
life insurance premiums; voluntary supplemental benefits; state, federal or local taxes and social security; or voluntary
contributions to a retirement plan.
If an employee has questions about deductions from his or her pay, please immediately contact the Personnel
Department. If an employee believes that his or her pay does not accurately reflect the employee’s hours worked, the
employee should immediately report the matter to his or her supervisor. If the supervisor is unavailable or if the
employee believes it would be inappropriate to contact that person (or if the employee has not received a prompt and
fully acceptable reply), the employee should immediately contact the Personnel Department. If an employee has not
received a satisfactory response within five (5) business days after reporting the incident contact the County
Administrator.
Every report will be fully investigated and corrective action will be taken where appropriate, up to and including
discipline for any employee(s) who violates this policy. In addition, the County will not allow any form of retaliation
against individuals who report alleged violations of this policy or who cooperate in the County’s investigation of such
reports. Retaliation is unacceptable and any form of retaliation in violation of this policy will result in disciplinary
action, up to and including, termination.
I-O. Inclement Weather/Declared Emergency
Inclement weather/declared emergency usually does not warrant closing of County offices. Absence due to inclement
weather/declared emergency requires an employee to make a personal judgment pertaining to his or her safety in
traveling to and from work. Loss of work time for this reason is charged to the employee’s accrued leave. If an
employee has no accrued leave, then the time is charged as leave without pay.
Severe weather/declared emergency may disrupt County operations. In extreme cases these emergencies may require
the delayed opening or closing of County facilities for the safety of its employees. The Commission will decide if
Cullman County offices will be closed on a normal work day during inclement weather / declared emergency. In the
event the closing occurs during non-working hours the Appointing Authority and/or Appointed Department Head will
communicate with the Chairman of the Commission, thereafter contacting local radio and television stations for public
announcement. However, it is the responsibility of the employee to contact his/her Appointing Authority or Appointed
Department Head if they are uncertain of the situation. It shall be the sole decision of the Commission, in determining
if employees should be paid for inclement weather/declared emergency causing a delay or closing of County facilities;
however, should the Commission elect to not pay employees, accrued leave may be taken, if available. Employees in
essential operations (with supervisory approval) who report to work or continue working will at a minimum receive
regular pay for time worked.
The Commission will also determine whether certain “critical emergency service personnel” must report to work during
inclement weather/declared emergency. Such personnel may include, but are not limited to, employees from:
 Road Department;
 Sanitation Department;
 Water Department
 EMA; and
 Communication and Information Systems
If other employees are needed to assist with services, a supervisor will contact them.
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I-P. Central Personnel Files
It is the intention of the Personnel Department to ensure that all personnel files are accurate, relevant and safe from
improper disclosure. Employee information not kept in the central personnel file in the Personnel Department is not
deemed part of his or her file. All medical information on the employee is kept in a separate file detached from other
files. At no time should an employee’s medical information be kept in any place other than in the employee’s medical
file located in the Personnel Department.
Personal information will be disclosed according to the requirements of public records law and it is the intent of the
Personnel Department to inform affected employees of requests for information or access to personnel files. To review
a file, contact the Personnel Office at (256) 775-4884 or (256) 775-4879. Individuals shall submit a letter of request to
view personnel files, and such letter will be placed in the employee file that was viewed showing who reviewed the file
and the date. An employee of the Personnel Department will remain in the room while the file is being reviewed.
It is important that each employee promptly report any changes to the Personnel Department. Other records, such as
educational accomplishments, should also be reported as they are factors in consideration for future promotional
opportunity. Be sure that the Personnel Department always has an employee’s current:
 Address;
 Contact number;
 Marital status;
 Any increase or decrease in number of dependents;
 Any change affecting Social Security records; and
 Correct beneficiary.
There is, however, restricted access to certain types of employee information. The following records of government
employees will not be open for inspection by members of the public:
 Unpublished telephone numbers;
 Bank account information;
 Social security numbers;
 Driver’s license information – unless driving a vehicle is part of the employee’s duties or incidental to the
performance of the job; and
 The same information about an employee’s immediate family members.
If you experience a change in educational status, identifying information, or family status,
you should report these changes to the Personnel Department at (256) 775-4884 or (256)
775-4879.
Personnel representatives are the only persons authorized to disclose information, and any phone calls or written
inquiries seeking such information shall be directed to the Personnel Department. The County will provide employee
information to outside agencies as requested in writing and only when accompanied by the original employee signed
authorization for release of information. Information is limited to confirming the dates of employment and job title.
I-Q. Performance Appraisals
The performance appraisal is a systematic method of appraising and strengthening an employee’s performance.
Supervisors make a rated evaluation based on factors such as quality of work, leadership and initiative, competence and
technical skills, attendance and dependability, and responsibility and accountability. He or she reviews the position
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description for any necessary changes and gives feedback about the employee’s performance. Together, the supervisor
and employee may develop goals to improve job skills and enhance performance.
The Cullman County performance appraisal system is based on a scale of 1.0 – 5.0. An overall score of 3.0 or higher
is deemed satisfactory. An overall score below 3.0 is deemed unsatisfactory, and a corrective action plan will be
developed by the supervisor and employee, unless disciplinary actions, including, but not limited to, termination, is
deemed necessary.
Probationary employees will receive an evaluation prior to the end of the six (6) month probationary period.
Probationary employees must receive an overall satisfactory evaluation of at least a 3.0 on a scale from 1.0 – 5.0 to be
deemed a classified employee. If a probationary employee receives less than a 3.0 on the evaluation, then the employee
will be considered unsatisfactory. At this point the probationary period may be extended for a specific period of time
(up to six (6) months) or the employee may be terminated.
Hourly (FLSA non-exempt), non-probationary employees will be evaluated annually, normally during their anniversary
date month.
Written performance appraisals will be performed on all salaried (FLSA exempt) employees annually.
All written performance appraisals will be reviewed with the employee and retained in the employee’s personnel file.
All County employee pay is evaluated as part of the annual budgeting process. During this process a decision is made
on whether the County can afford to increase employee pay, either as a cost-of-living increase or a merit step increase.
Therefore, no increases should be requested as part of the performance appraisal process. Pay changes (merit, promotion
re-evaluation, etc.) may only be considered for documented increased responsibility, attainment of required
training/certification, etc.
I-R. Temporary Assignments
A temporary assignment of a classified employee is defined as a special assignment on a full-time basis for a period not
exceeding six (6) months. No salary or salary range adjustment are generally made for temporary assignments. The
performance review cycle continues and is based on the wage rate assigned to the employee’s non-temporary position
with Cullman County.
I-S. Cross-Training
To promote efficiency within an office, an Appointing Authority or Appointed Department Head may require
employee’s to cross-train and perform tasks contained in the position description of an employee’s position that have
not previously been performed by the employee in lieu of, or in addition to, the tasks generally assigned to the employee.
No pay or pay range adjustments are made for cross-training or the performance of these tasks. The performance review
cycle continues and is based on the wage rate assigned in relation to the employee’s generally assigned tasks.
I-T. Promotions
Cullman County continually strives to promote and fill job vacancies on an equal opportunity basis. Promotions are
based on an objective evaluation of each vacancy and the candidates involved. When possible, Cullman County will
promote from within and will first consider employees with the necessary qualifications and skills, unless outside
recruitment is deemed to be in the best interest of the County. However, to be eligible for a promotion, the employee
must be able to meet the requirements of the new position, must have satisfactory performance, must have held their
current position for at least six (6) months and must have no adverse disciplinary actions during the same time period.
All promotions will result in an hourly/salary rate increase of no less than two (2) pay steps over the previous pay and
no less than the lowest hourly rate/salary applicable for the new position.
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Notwithstanding anything contained in this employee handbook to the contrary, all funding for increases in pay must
be approved in the fiscal year budget by the Cullman County Commission, in its discretion, and may be suspended
and/or frozen at any time and for any reason deemed appropriate by the Cullman County Commission.
Employees may view job postings on the central job posting area outside the Personnel Department, on bulletin boards
at various locations throughout the County system or on the Cullman County external website (www.co.cullman.al.us)
Selected openings may be advertised through various means.
Cullman County reserves the right to fill department vacancies, which result in a promotion, within the employee’s
current department without posting the position.
I-U. Transfers and Reassignments
It is the policy of the Cullman County Commission that it may, at its discretion, initiate or approve employee job
transfers at any time. A regular status classified full-time or part-time employee may be transferred by his or her
Appointing Authority or Appointed Department Head to a comparable vacant classified full-time or part-time position
of the same range and category of service in the same department for which he or she is qualified.
A regular status classified full-time or part-time employee may also be transferred to a comparable position in another
department, if he or she is qualified for the position, both Appointing Authorities or Department Heads agree and the
transfer is approved by the County Commission.
A regular status classified full-time or part-time employee may request a voluntary lateral job transfer outside his or her
department, within the same grade classification, by applying for a posted open position. However, to be eligible for a
voluntary transfer, the employee must be able to meet the requirements of the new position, must have satisfactory
performance, must have held their current position for at least six (6) months and must have no adverse disciplinary
actions during the same time period. An employee that is transferred will not have to complete a probationary period
in his or her new position. No pay increase will be given to any employee as a result of a lateral transfer.
If you want to transfer to another job with the Cullman County Commission, you should
submit an application for the desired position (the position must be currently posted). You
must have held your current position for at least six (6) months, have satisfactory
performance and no adverse disciplinary actions during that time and be qualified for the
new position. Transfers are not automatic – you will compete with all other applicants for
the vacant position.
I-V. Voluntary Demotion
A voluntary demotion shall be at the request of the employee. For an employee to request a voluntary demotion, he or
she must state the reason for the request in writing and apply for a posted open position. However, to be eligible for a
voluntary demotion, the employee must be able to meet the requirements of the new position, must have satisfactory
job performance, must have held their current position for at least six (6) months and must have no adverse disciplinary
actions during the previous year. All voluntary demotions will result in an hourly/salary rate decrease of no less than
one (1) pay step under the previous pay and no less than the lowest hourly rate/salary applicable for the new position.
I-W. Resignations
If an employee wants to resign his or her position, he or she should notify his or her immediate supervisor, the
Appointing Authority or the Appointed Department Head in writing no less than ten (10) working days before the
expected resignation date. Failure to provide such a notice will be recorded in the employee’s personnel file and may
Page | 19
constitute grounds for “no-rehire.” Employees who resign may schedule an appointment with the Personnel Department
in order to complete an exit interview. At the time of the separation and prior to final payment, all records, assets and
other items of County property in the employee’s custody shall be transferred to the employee’s supervisor, Appointing
Authority or Appointed Department Head. Any amount due and owing to the County by the employee because of
shortage in the above shall be withheld from the employee’s final check.
After an employee gives notice and prior to the expiration of the ten (10) working days, his or her Appointing Authority
or Appointed Department Head can release the employee from the job, provided that all state and federal legal
requirements are met. If the Appointing Authority or Appointed Department Head releases the employee prior to the
ten (10) working days, the employee will not be paid for the rest of that period and has no grievance rights.
The Personnel Department reserves the right to make deductions from an employee’s paycheck for failure to return
County equipment or uniforms (upon leaving employment). The employee’s final check will include all annual leave
payout (if applicable) and will be processed by the next pay day following the date of termination.
To resign your job, give a written notice to either your immediate supervisor or department
director. You must do this at least ten (10) working days before your last day of work.
I-X. Exit Interviews
Exit interviews may be conducted with employees before their last scheduled workday in order to inform the employee
of his or her rights pertaining to retirement, COBRA or any other information necessary. The employee wishes to
request a voluntary exit interview he or she should contact the Personnel Department to schedule a time for the interview.
I-Y. Rehire
Employees who leave employment with Cullman County and later wish to return are eligible for consideration for rehire
after six (6) months provided an appropriate position is available. This restriction does not apply to employees who
leave County employment and are rehired in a part-time or temporary/seasonal position. Former employees rehired by
Cullman County will be considered a new hire for purposes of benefits and leave accrual.
I-Z. Furloughs
The Commission may implement a furlough by temporarily reducing the hours of work in a class of employees within
a department due to budgetary constraints when the Commission determines that revenue is not available to meet the
obligations of a department. The furlough is determined by the Commission in any amount and for any length of time
necessary depending on the financial needs of the department. The Commission may implement the furlough in hourly
increments. The furlough may be implemented department-wide, by classification or by classification series.
An employee may volunteer for furlough, but the Appointing Authority or Appointed Department Head may accept or
reject the employee’s request. An employee may not use paid leave in lieu of the scheduled furlough. Employees who
are placed on furlough shall be considered in full pay status for benefit purposes, including leave accrual and seniority.
If the employee is required to work on a designated furlough day, the employee shall take another day off.
The status of a salary exempt employee will remain the same as long as the employee continues to meet the salary basis
requirements of exemption. The Commission may implement the furlough in the salary equivalent of hourly increments.
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I-AA. Reduction in Force
Whenever it becomes necessary, through lack of funds, curtailment of work, reorganization or for other causes, to reduce
the number of employees in a given department and/or classification, the Commission shall determine the procedure for
layoff or a reduction in the workforce.
If an employee is discharged because of a reduction in force, as determined by the County Commission, he or she is
considered separated from employment, unless another position is offered and the employee accepts another position.
The County Commission, Revenue Commissioner, Probate Judge or Appointed Department Head may propose when a
reduction in force is warranted and which employee(s) will be released, and the County Commission shall make the
decision whether to approve or deny the reduction in force, subject to any modifications deemed necessary by the County
Commission, in its discretion. If an employee loses his or her job through a reduction in force, the employee may apply
for other posted positions, now or in the future.
A reduction in force is a separation of employment. The progressive discipline process is not followed when there is a
reduction in force, and the appeals process is not available since it is not deemed a disciplinary action.
All layoffs or reductions in workforce must be approved by the Cullman County Commission.
I-BB. Tobacco Use / Smoke Free Workplace
To protect and enhance indoor air quality and to contribute to the health and well-being of all employees, Cullman
County facilities and vehicles shall be entirely smoke free. Smoking, including e-cigarettes, is prohibited in all of the
enclosed areas within Cullman County work sites, without exception. This includes common work areas, conference
and meeting rooms, private offices, hallways, stairs, restrooms, and county owned or leased vehicles and all other
enclosed facilities.
No one may smoke along any pathway or walkway leading to or from the designated smoking area.
Additionally, employees may smoke in their personal vehicles, but the smoke and tobacco products must be completely
contained within the vehicle. It is not acceptable that either smoking or non-smoking employees are subjected to smoke
that they must walk through to reach their vehicle or any other destination on Cullman County property.
While Cullman County makes these areas available to smokers, it in no way has any legal responsibility to do so.
Employees who choose to use these smoking areas do so at their own risk. No additional breaks are allowed to any
employee who smokes. Finally, smokers and users of tobacco products must dispose of the remains in the proper
containers. This helps to keep a neat and clean environment for all employees and visitors.
Failure to comply with all of the components of this policy will result in disciplinary action that may lead up to and
including termination.
I-CC. Solicitation
Solicitations by Cullman County employees made to other Cullman County employees are permitted only in non-work
areas and during non-work hours.
Non-work areas includes lobbies, hallways, elevators, stairs, sidewalks, parking areas, patios, lunchrooms, or other areas
not regularly scheduled for work activities. Non-work hours include before and after scheduled work hours, lunch
periods and approved breaks.
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The County does not restrict employee’s involvement in activities such as United Way, Relay for Life, or Chamber of
Commerce. The County will allow employees to solicit funds for County sanctioned events and activities, such as
sending flowers to sick or bereaved co-workers or collecting funds for County sponsored events.
I-DD. Garnishments and Levies
In the event that garnishment or similar proceedings are instituted against an employee, the Cullman County
Commission will deduct the required amount from the employee’s paycheck.
If your wages are garnished, be sure that all correspondence to your employers is sent to:
Cullman County Payroll Department
500 Second Avenue SW, Room 107
Cullman, AL 35055
I-EE. Immigration Compliance
The Cullman County Commission is committed to meeting its obligations under U.S. and State immigration laws.
Accordingly, the County does not hire individuals nor continue to employ individuals unless they are legally authorized
to work in the United States. Moreover, Cullman County does not discriminate on the basis of citizenship status or
national origin in recruitment, hiring or discharge.
I-FF. Employee Assistance Program Policy
Cullman County Commission recognizes that substance dependence, psychological, emotional, stress and other
behavioral disorders are treatable health conditions and that those affected can be helped to recover. Early intervention
and referral by management, employees, families, and employee representatives shall be recognized as necessary to the
success of all aspects of this program.
Eligibility.
The EAP applies to Cullman County Commission employees and their dependent family members. Eligible employees
include permanent, full-time employees who work a standard pay week; permanent, part-time employees who work less
than a standard pay week; and all other employees determined as eligible to participate. Terminated employees and/or
their dependent families are not eligible for EAP services.
Referrals.
1. Self-Referral - Early intervention and treatment are important keys to the success and cost effectiveness of the
EAP before an employee’s condition progresses to the point where work deficiencies occur. In cases where
job performance or work habit problems do occur, however, the EAP will not stand in the place of discipline.
It is the responsibility of each employee to maintain his or her performance, attendance, and conduct at an
acceptable standard, regardless of EAP utilization.
A self-referral occurs when an employee contacts the EAP staff directly without any intervention from other
sources (i.e., management, employee representatives, judicial, etc.). A self-referral is not recorded in an
employee’s personnel file. All EAP appointment times for self-referral will be made on the employee’s off
time, when possible.
2.
Management Referral - It is the responsibility of management personnel to document performance, attendance,
and conduct and to take appropriate steps for correction when needed. An employee may voluntarily enter the
EAP if his or her work is being impaired by behavioral disorders. Therefore, in addition to self-referral,
management may recommend and refer employees to the EAP before, during, and after steps of discipline.
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Management referral to the EAP in conjunction with formal disciplinary procedures is to be recorded in the
employee’s personnel record each time said recommendation and/or referral occurs. Management should not
attempt to discern or diagnose the behavioral problem(s) that are causing unacceptable work performance.
Management should, however, recognize that a problem exists and refer the employee to the EAP. The
preliminary diagnosis and the avenue for treatment then becomes the sole responsibility of the EAP staff. If
the employee rejects referral, no further EAP services can be rendered. No disciplinary action may be taken
against any eligible employee for either accepting or rejecting EAP services. Initial EAP appointment times
for management referral should be made on Cullman County Commission time.
3.
Critical Incident Referral - Critical incidents are those situations in which employees are subjected to trauma.
Examples include, but are not limited to a worker involved in a serious injury or the accidental death of a coworker. In such situations, management shall notify the EAP staff immediately of the incident and give the
employee’s name. It will then become the responsibility of the EAP to contact, inform, and counsel those
employees. Issues that will be brought up include, but are not limited to the EAP services provided and signs
and symptoms of post-incident trauma. The EAP staff will notify management of the contact and follow up
verbally and in writing.
Disciplinary-Related Referrals.
When an employee demonstrates deteriorating job performance, attendance, or unacceptable conduct, management
personnel will perform an interview focusing on the data recorded that indicates a problem may exist. In addition to
using standard methods of discipline, management personnel will inform the employee of the purpose and benefits of
the EAP and make the referral. If the employee accepts the EAP referral, the manager/supervisor will then call the EAP
staff, report the referral, and describe the deficiencies and prior corrective actions taken. A first appointment will be
made for the employee on company time. Every subsequent consultation will be on the employee’s off time. The EAP
staff will communicate verbally to the referring department and the respective EAP coordinator concerning the
employee’s acceptance or rejection of the EAP services.
Failure by the employee to comply with the EAP treatment recommendations will result in discharge from the EAP
services. Any disciplinary action taken by the Cullman County Commission should not be based on an employee’s
refusal to use EAP services nor noncompliance thereof after electing to use the EAP services.
The EAP is not intended, nor shall it be used as an implement for employee disciplinary action.
Confidentiality.
Confidentiality will be observed to the full extent of the law.
Safety and Fitness for Duty.
When applicable, no employee participant shall be allowed to report to his or her respective work site on receipt of a
positive drug or alcohol screen nor be allowed to work after refusal to report for a drug or alcohol screen, as directed by
the EAP staff or respective EAP coordinators, until after such time as a negative drug or alcohol screen is received by
the EAP. This provision will apply to all Cullman County Commission employees. All EAP participants must agree to
this provision before EAP services are provided. Leave provisions will be in accordance with the Cullman County
Commission policy. On receipt of a negative drug or alcohol screen, the employee may be authorized to return to work
only by the EAP administrator or designee. This authorization is intended for the purpose of safety.
EAP participants who are under duly licensed psychiatric, and/or psychological care should not be allowed to return to
work until authorized to do so by the treating professional and the EAP administrator or designee. Return-to-work
authorization must be granted in letter form from the treating professional to the EAP administrator or designee and
relayed by the EAP provider.
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I-GG. Other Policies and Procedures
Cullman County also has additional policies and procedures, including:
Safety Policies and Procedures Handbook.
II. Classification and Compensation
II-A. Classification of Employees
The Personnel System of Cullman County and the contents of this handbook apply to all persons employed by Cullman
County; however, the following individuals are not subject to protection as classified employees under the personnel
system of Cullman County unless otherwise specifically provided or clearly implied:

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Elected Officials;
Voluntary personnel and personnel appointed to serve without compensation;
Consultants rendering temporary professional service;
Seasonal, temporary or part-time employees;
Departmental supervisors (meaning Appointed Department Heads;
Attorneys rendering legal service;
Members of Appointed Boards and Commissions;
Chief deputy sheriff, chief clerk of the judge of probate, chief clerk of the revenue commissioner and the chief
clerk of the commission;
Persons performing work under contract with the County and not carried on the payroll as employees; and
Persons whose employment is subject to the approval of the United States Government or the State of Alabama.
These are appointed positions and serve at the pleasure of the Appointing Authority or Elected Official and may be
terminated or removed from their position at any time with no recourse.
Cullman County has the following classifications of employees:
 Exempt Employees (see above): A limited class of employees that serve the County to whom the provisions
of the personnel system of Cullman County, as enumerated in Ala. Code §45-22-120, et seq., shall not apply.
 Classified Employees: An individual who is assigned to a regular position authorized by the Cullman County
Commission, whose salary is paid with funds collected by the County Commission, and whose employment
initially includes a probationary period of not more than six (6) months, during which time such a probationary
employee is not a classified employee.
An employee of the county may be further described as one of the following:
 Probationary Employee: An employee assigned to a classified position who has not achieved permanent
status by being employed for more than six (6) months and who has not satisfactorily completed the
probationary period.
 FLSA Exempt Employee: An employee not eligible for overtime as defined by the Fair Labor Standards Act
(FLSA).
 FLSA Non-Exempt Employee: An employee eligible for overtime as defined by the Fair Labor Standards
Act.
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Only an employee who has satisfactorily completed the terms and conditions of his or her initial probationary period is
eligible for classified service. Classified service is subject to satisfactory performance of work, personal conduct
inherent to public service, demonstration of skills and work habits necessary for the performance of the work and the
availability of funds.
II-B. FLSA Exempt and FLSA Non-Exempt Employees
The overtime provisions of the Fair Labor Standards Act cover FLSA Non-Exempt employees. Generally, an employee
will receive over-time pay at the rate of one and one-half time for time actually worked beyond forty (40) hours on one
(1) work week. (Time off such as holidays, annual leave or sick leave does not count as time worked). All overtime
must be recorded and approved by a supervisor verifying all hours worked by employees under his or her supervision.
The overtime provisions of the Fair Labor Standards Act do not cover FLSA exempt employees.
Classifying a position as “exempt” is made on the basis on comparing actual job duties with criteria established by the
Department of Labor. Responsibility for classifying Cullman County positions as FLSA exempt or FLSA non-exempt
is determined based on the requirements of the Fair Labor Standards Act and upon approval by the Cullman County
Commission.
II-C. Employment for Classified Positions
Cullman County will seek to select the applicant most capable of serving the County’s taxpayers efficiently and
effectively.
Each Appointing Authority or Appointed Department Head is authorized to select employees to fill approved vacancies
in accordance with the personnel hiring procedure. No employment offer shall be made by any person in the County
other than by the Appointing Authority or Appointed Department Head in consultation with the HR Specialist. No
employment offer shall be effective until the County Commission has approved the employment.
To be considered for a classified position, a prospective or current employee must complete and application and provide
the information requested therein. Using false information on an application or resume shall result in immediate
disqualification and/or termination.
In accordance with the County’s effort to promote internally, the HR Specialist, in consulting with the Appointing
Authority or Appointed Department Head, will recommend whether to recruit applicants from existing employees or to
advertise positions to the public. Included is this determination will be whether a vacancy should be filled by internal
promotion, posted in the County organization (by job bid), or advertised externally to the public.
Openings for classified positions that are not filled by internal promotion will be posted on the bulletin board of the
Personnel Department located in the Cullman County Courthouse and on the Cullman County Commission website for
a period of not less than seven (7) days. Internal and external postings may run concurrent.
II-D. Employment for Exempt Positions
The Appointing Authority retains sole discretion to set qualification, recruitment and hiring guidelines for any exempt
position.
II-E. Sheriff’s Department Personnel
The Cullman County Sheriff is authorized to set employment policies for the sheriff’s department subject to the
provisions of Ala. Code §45-22-120, et seq. The Sheriff shall receive applications, set policies for hiring, promotion
and demotion and is not required to follow policies and procedures established herein covering these specific areas. In
other areas, employees will be treated and receive benefits according to the category of service they best fit. Sheriff’s
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department employees not subject to Ala. Code §45-22-120, et seq. are subject to these personnel policies and
procedures.
II-F. Probationary Employees
The Probationary period is intended to give new and rehired employees the opportunity to demonstrate his or her ability
to achieve a satisfactory level of performance. The County uses this working period to evaluate employee capabilities,
work habits and overall performance. Probationary employees are encouraged to ask questions so that they will have a
clear understanding of the job and performance expectations. All probationary employees shall receive an orientation
to advise him or her of the policies of the County. Each probationary employee shall complete all necessary forms, sign
for a copy of this Handbook, and attend all required orientation sessions.
The first six (6) consecutive months of employment in the position for which the employee is hired is considered the
probationary period. During this time, an employee is an “at will employee” and may be terminated, with or without
cause, without the right of appeal. An employee’s probationary period may be extended for an additional six (6) months
upon recommendation of the Appointing Authority or Appointed Department Head. During this extended probationary
time, an employee will remain an “at will employee” and may be terminated, with or without cause, without the right
of appeal.
If the Appointing Authority or Appointed Department Head determines that the employee’s services should be
terminated before the end of the probationary period, the employee will be notified in writing, and the Appointing
Authority of Appointed Department Head shall notify the Personnel Department of such termination.
II-G. Part-Time and Seasonal/Temporary Employees
A part-time classified position is one that is scheduled for less than thirty (30) hours per week on average. All part-time
positions must be approved, and budgeted for, by the Cullman County Commission. Part-time employees are not
eligible for any other benefits with the exception of retirement (if working a minimum of 20 hours per week).
Seasonal/Temporary employees include those individuals who have been employed to perform special or emergency
functions. Seasonal/Temporary service will not normally exceed six (6) consecutive months in duration. However, if
required, the County Commission may extend the employment up to an additional six (6) months. Seasonal/Temporary
employees are not eligible for any benefits.
Part-time and Seasonal/Temporary employees will follow all other policies as outlined in the Cullman County Employee
Handbook.
II-H. Job Classification Plan
All job classifications are based on an analysis of the duties and responsibilities of each position and requirements of
education, training, experience, skills, knowledge and abilities necessary for the position. The Personnel Department
keeps position descriptions on file. New employees or employees transferring or being promoted to new positions may
receive a copy of the new position description. Position descriptions are approved by the Appointing Authority or
Appointed Department Head. All classified positions shall be approved and funded by the Cullman County
Commission.
Position descriptions do not necessarily cover every task or duty that might be assigned and additional responsibilities
may be assigned as necessary.
II-I. Wage and Salary Administration
The compensation plan intends to provide equal compensation for work of equivalent responsibility, pay according to
work performance and/or outstanding service. Each position is rated according to experience, knowledge, training, duty
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complexity, leadership, effect of errors, communication, problem solving, physical demands, potential work hazards,
stewardship and responsibility and education.
Employees are general hired at the entry level of the position’s pay grade, but may receive a different amount depending
on experience and skill level.
Classified FLSA non-exempt (hourly) employees may receive an increase in pay as either a cost of living pay increase
or a step raise merit increase. These increases in pay will be an amount set by the Cullman County Commission. The
amount will be set annually and normally at the beginning of the new fiscal year (beginning October 1). Any pay
increase will be effective with the first pay period of the new fiscal year (October).
Classified FLSA exempt (salaried) employees may receive an increase in pay as a cost of living pay increase or a merit
increase. These increases in pay will be an amount set by the Cullman County Commission. The amount will be set
annually and normally at the beginning of the new fiscal year (beginning October 1). Any pay increase will be effective
with the first pay period of the new fiscal year (October).
Re-evaluation of a position may also result in a pay increase based upon recommendation from the Appointing Authority
or Appointed Department Head. Increases may occur due to an employee receiving required additional skills, assuming
additional duties/responsibilities or education/certification. These increases must be approved by the County
Commission prior to communication to the employee.
II-J. Pay Increases for Appointed Employees and Appointed Contract Employees
Appointed Employees and Appointed Contract Employees may receive an increase in pay as a cost of living pay increase
or a merit increase. These increases in pay will be an amount set by the Cullman County Commission. The amount
will be set annually and normally at the beginning of the new fiscal year (beginning October 1). The pay increase will
be effective with the first pay period of the new fiscal year (October).
II-K. Approval for Salary Changes
All increases in pay, recommended by an Appointing Authority or Appointed Department Head must be submitted to
the HR Specialist for review and processing. No change shall be implemented until the Commission approves it.
No change in pay should be communicated to the effected employee until after it has been approved by the
Commission, regardless of whether the pay change is a budgeted item. All changes in rates of pay will be effective
at the beginning of the pay period designated by the County Commission, unless the Commission authorizes another
effective date.
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II-L. Pay Periods
All FLSA non-exempt, full-time employees are on a forty (40) hour workweek schedule that begins on Saturday and
ends on Friday of each week.
All FLSA non-exempt, part-time employees are scheduled to work less than thirty (30) hours on average within the
workweek that begins on Saturday and ends on Friday or each week.
Employees are paid on a bi-weekly basis. Payroll checks are available every other Wednesday. Some pay dates may
occur earlier or later due to holidays.
II-M. Working During Lunch Periods
Lunch period is time set aside for eating. The time is not considered part of the basic workday. No pay is earned during
this period, and no work is to be performed during this period. All full-time employees are grated a thirty (30) minute
lunch period. Employees that wish to take a one (1) hour lunch period must have the approval of his or her Appointing
Authority, Appointed Department Head or supervisor, and work hours must show an entire work day as applicable to
the employee’s assigned shift (i.e. eight (8) hour day 8 am to 5 pm). If a part-time employee is scheduled to work more
than six (6) consecutive hours within a day, a thirty (30) minute lunch period shall be granted.
A workday may not be shortened by “working through” or reducing the lunch period on a voluntary basis. Eliminating
or reducing a lunch period requires prior approval from the employee’s immediate supervisor. Such approvals must be
limited and will typically be for one (1) day due to unusual or special circumstances. Working through the lunch period
is not to be used as an on-going solution for scheduling issues or as a means to accumulate overtime.
If you need to make a one-time adjustment to your work schedule, you may ask your
immediate supervisor, in advance, for permission to reduce or eliminate your lunch period
on the day in question. This may not be used on an on-going basis.
II-N. Breaks
Each department may allow reasonable breaks for employees. The length and time of such breaks shall be determined
by each department, but shall not exceed fifteen (15) minutes. If the rest break is extended without authorization, the
employee will be subject to disciplinary action. Each department is responsible for the scheduling of rest breaks.
II-O. Working Before or After Regular Hours
Employees may not voluntarily begin work early, or work after hours, to extend the workday for the purpose of
accumulating overtime. An employee may voluntarily begin work early, or work after hours, for the purpose of making
up time missed within the workweek. Prior approval from the immediate supervisor is required for any adjustment to
the work schedule.
II-P. On-Call Policy
An employee who is not required to remain on the premises, but is merely required to leave word where he or she may
be reached, is not working while on-call. On-call time will be considered hours worked when an employee is required
to restrict his or her personal activities such that the employee cannot use this time effectively for his or her own
purposes. Under these circumstances, the employees are paid at their normal pay rate (or overtime when appropriate).
Employees on leave are not subject to be on call.
An employee in a position that requires him or her to be called back to work after working hours are required to respond
to all pager, emails or voicemail messages within a reasonable time of receipt. Employees on call are to stay within a
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reasonable driving time from the workplace. Employees who are on-call shall not use alcoholic beverages or any drugs
or medications that may impair the employee or affect the employee’s performance.
Hourly employees who respond to a call and are able to handle the matter by telephone or instant messaging are
to be paid for the actual time worked and will not be paid a minimum of two (2) hours of call-out pay as set forth
in section II.Q. Special Pay Provisions. All time must be documented.
II-Q. Special Pay Provisions
Under certain situations, Cullman County employees may be entitled to special pay for activities and/or duties performed
as part of their assigned work. Such special pay will be provided in accordance with the following guidelines:
1. Call-Out Duty: Every Cullman County employee is expected to respond to requests from his or her Appointing
Authority or Appointed Department Head, even without pre-arrangement, to work in the event of an
emergency. Any FLSA non-exempt employee, regardless of whether or not the employee is serving in a
standby status, who responds to a request from his or her Appointing Authority or Appointed Head to work at
a time other than his or her scheduled work hours will be considered to be in call-out status. An FLSA exempt
employee who reports to work outside of his or her normal work schedule will not be considered to be in callout status. Any call-out emergency shall be declared by the Commission and documented in writing by the
Appointing Authority, Appointed Department Head or County Administrator.
2.
Call-Out Duty Pay: A Cullman County employee who is considered to be in a call-out status will be paid
during the call-out period I accordance with the following guidelines:
a. If the length of time the employee works is less than two (2) hours, the employee will be paid for two
(2) hours;
b. If the length of time the employee works is for more than two (2) hours, the employee will be paid for
all hours worked;
c. If the employee is called out more than once in the same day and the total time worked for all call
outs is more than two (2) hours, the employee will be paid for all hours worked;
d. If the employee is called out prior to the starting time of his or her regularly scheduled work day and
continues working through the starting time, he or she will be paid for all time worked on that day
and will not receive call-out pay;
e. If the employee continues to work beyond his or her normally scheduled work day stop time, he or
she will be paid for all time worked on that day and will not receive call-out pay;
f. Travel time spent reporting to a call will be considered as work time;
g. Call-out pay will begin with the declaration of the emergency by the County Commission and end
when the Commission formally deactivates it;
h. The designated FLSA exempt employee will be considered a FLSA non-exempt (hourly) employee
only during the period of time in which the Commission declares a state of emergency;
i. The FLSA exempt employee will not receive overtime pay for work during any portion of the pay
period that is not during a declared emergency.
3.
Rate of Pay for Call-Out Duty: Call-out pay will be paid at the employee’s regular rate of pay. Overtime
entitlement will be awarded only for that time that qualifies as overtime pay during a workweek (over 40 hours
worked).
4.
Special Pay Provisions for Call-Out Duty: A special exception shall be made allowing employees to be paid
at an overtime rate for all hours worked during a Call-Out that falls outside of the employee’s regular working
hours between Monday and Friday, Saturdays and Sundays, and during any holiday, should each of the
following conditions have been met:
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a.
b.
c.
If the Governor of the State of Alabama declares a State of Emergency for an area that includes
Cullman County, Alabama;
If the Cullman County Commission declares a State of Emergency for Cullman County, Alabama;
Employees are essential personnel called out to respond to said emergency which falls outside the
employee’s regular working hours between Monday and Friday, Saturdays and Sundays, and during
any holiday that the County Commission has recognized for County employees.
When each of the above conditions are met, the employee shall be compensated at an overtime rate for all
hours worked during the call-out which falls outside the employee’s regular working hours between Monday
and Friday, Saturdays and Sundays, and during any holiday that the County Commission has recognized for
employees. The applicable overtime rate shall be in effect whether there has been an actual forty (40) physical
hour workweek.
5.
Military Leave Pay: Eligible employees who are place on military leave in accordance with Section IV.L will
receive the standard pay they would have received if they had reported to work and were not on military leave.
II-R. Pay Advances
Pay advances are not allowed under any circumstances.
II-S. Direct Deposit
Direct Deposit is strongly recommended for all Cullman County employees. Deposits will be made directly to the
financial institution of the employee’s choice.
III. Progressive Discipline
III-A. Progressive Discipline Procedures
In cases where an employee displays inappropriate conduct or poor performance, and the activity does not call for
automatic termination, Cullman County follows a progressive discipline process. This is a system that consists of
corrective action, documentation and adverse action.
The steps of progressive discipline may include:
 Employee Counseling – The first step is usually an employee counseling from the supervisor with the
employee to identify the problem and to state the corrective action needed. The supervisor documents this step
including dates, times and details of incidents of improper conduct or poor performance and the date the
employee counseling was given. The supervisor sends this documentation to the HR Specialist who will review
it and place it in the employee’s personnel file. The employee may submit a separate written statement for the
file, if desired.

Written Warning – The second step in the process is usually a written warning with specific examples cited.
The supervisor prepares a letter or memo that states a specific time frame in which the employee must improve
and gives the consequences of failure to improve. Prior to issuing the letter, the supervisor must review it with
his or her Appointing Authority or Appointed Department Head. A copy of the letter is forwarded to the HR
Specialist for review and placement in the employee’s personnel file. The employee may submit a separate
written statement for the file, if desired.

Adverse Action – If attempts at corrective action fail to produce satisfactory results, some form of adverse
action may be taken. The term “adverse action” means action involving suspension, in-voluntary demotion,
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or termination. Before any adverse action becomes effective, the supervisor must obtain the written approval
from the Appointing Authority or Appointed Department Head.
An employee who receives two (2) documented warnings for any reason within a twelve (12) month period may be
subject to termination, unless automatic termination is justified. Depending on the circumstances surrounding a
disciplinary action, any step or progressive discipline may be skipped and disciplinary action up to and including
termination may be employed at any time. Furthermore, past performance and disciplinary action may be considered
when determining disciplinary action to be taken.
In the event that the HR Specialist or the County Administrator determines that a request for disciplinary action is not
appropriate under the circumstances, or in the event that a supervisor or Appointed Department Head fails to take
appropriate disciplinary action against an employee, the County Administrator may, in his or her discretion, initiate new
or additional disciplinary action against an employee, which shall be subject to the pre-disciplinary hearing and appeals
process set forth below.
In the event that a classified employee is serving as an acting or interim Appointed Department Head serving as the
Appointed Department Head, and in the event disciplinary action is required against the acting or interim Appointed
Department Head, the County Administrator may, in his or her discretion, initiate disciplinary action against the
employee which shall be subject to the pre-disciplinary hearing and appeals process set forth below.
III-B. Administrative Leave with Pay
The Appointing Authority or the Appointed Department Head may place an employee on administrative leave with pay
in consultation with the HR Specialist for up to ten (10) work days during the course of an investigation to determine
whether any disciplinary action should be initiated against the employee. Longer periods of administrative leave, with
or without pay, may be considered by the Cullman County Commission.
III-C. Suspensions without Pay
The Appointing Authority, Appointed Department Head, Revenue Commissioner or Probate Judge may suspend an
employee without pay as a part of disciplinary action for up to fifteen (15) working days at any one time, not to exceed
thirty (30) working days in any one year.
Employees may not use annual or sick leave while on suspension.
The progressive discipline process will be followed prior to suspension, unless the situation warrants automatic
suspension.
III-D. Involuntary Demotions
An involuntary demotion is an assignment to a job at a lesser basic pay rate. There are two kinds of involuntary
demotions:
1. Involuntary Demotion for Cause: An involuntary demotion may be made for cause including, but not limited
to, violations of rules, failure to perform job duties adequately, misconduct or neglect of duty. The progressive
discipline process will be followed prior to demotion. An involuntary demotion will result in a reduction in
pay no less than one (1) pay step from the previous rate of pay.
2.
Involuntary Demotion Due to Reduction in Force: If an involuntary demotion is based on a reduction in
force, the employee will be given consideration, based on seniority and work performance record, for future
openings in higher job classifications. No progressive discipline process is necessary for an involuntary
demotion based on reduction in force.
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III-E. Terminations
1. Immediate termination may be made for cause including, but not limited to, an employee’s action or behavior
that constitutes:
a. Insubordination (refusal to follow supervisor’s instructions);
b. Endangering his or her own health or safety or the health or safety of other employees or citizens;
c. Theft, vandalism or willful destruction of County or employee property;
d. Making fraudulent statements on employee applications or job records;
e. Any violation of the County Alcohol and Drug Policy;
f. Conviction of a felony offense or of a crime involving moral turpitude;
g. Conviction of an offense that affects the employee’s ability to perform his or her job duties or
insurability, including, but not limited to, loss or suspension of licenses or other credentials; or
h. Any other infraction when termination is determined to be in the best interest of the County.
2.
Terminations that follow the progressive discipline process are permitted for reasons that include, but are not
limited to:
a. Misconduct;
b. Willful neglect of duties;
c. Absence from work without authorization or notification;
d. Failure to perform job duties;
e. Repeated tardiness or absence;
f. Violation of departmental rules;
g. Email abuse; or
h. Internet abuse.
Any employee who fails to correct deficiencies after two (2) documented warnings may be subject to termination, unless
automatic termination is justified.
III-F. Appeals Procedures for Adverse Action
1. When the Appointing Authority or Appointed Department Head seeks to discipline an employee either through
suspension without pay, involuntary demotion or termination, he or she will make a recommendation to the
HR Specialist that such action be taken. The Appointing Authority or Appointed Department Head shall notify
the employee in writing that he or she proposes disciplinary action in the form of suspension without pay,
involuntary demotion or termination and the grounds for such proposed action. The employee will then have
one (1) working day to request, in writing to the HR Specialist, a pre-disciplinary hearing before the County
Administrator. In the event the County Administrator initiated the adverse action or otherwise has a conflict,
then the pre-disciplinary hearing shall be held before a Department Head not associated with the employee. If
the employee does not request a hearing, the proposed discipline will become effective at the end of the one
(1) working day period.
2.
Should the employee request such a pre-disciplinary hearing, the County Administrator or Department Head
not associated with the employee, in the case of the County Administrator is the Appointed Department Head,
will inform the employee of the date and time of such hearing which will be held within two (2) working days
of the request, unless the County Administrator or Department Head, allows additional time. The hearing will
be informal in nature. The employee may have a representative of his or her choosing present at his or her own
expense.
3.
Within two (2) working days after the pre-disciplinary hearing, the County Administrator or Department Head
will issue a decision on the Appointing Authority or Appointed Department Head’s recommendation. An
employee may then appeal the hearing officer’s decision to the Personnel Appeals Board as set out below.
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4.
Should the County Administrator be the direct supervisor who is proposing the discipline, the Department
Head will make the decision on the proposed discipline using the same procedure as set out in the subsections
one (1) through three (3) above. In the event the County Administrator and/or Department Head are conflicted
from hearing the case, the HR Specialist shall appoint an alternate hearing officer to hear the case, which shall
be one of the Appointed Employees, unless all such employees have conflicts, which would disqualify such
employee from hearing the case.
The above section does not apply to certain Sheriff’s Department employees pursuant to the provisions of Ala. Code
§45-22-120, et seq.
III-G. Appeals Process to the Cullman County Personnel Board for Adverse Action
EMPLOYEES WHO HAVE NOT COMPLETED THEIR PROBATIONARY PERIOD HAVE NO APPEAL
RIGHTS TO THE CULLMAN COUNTY PERSONNEL BOARD, BUT MAY PARTICIPATE IN THE
INTERNAL GRIEVANCE PROCEDURES CONTAINED IN GENERAL POLICIES WITH RESPECT TO
ANY ACTION THAT DOES NOT CONCERN THEIR TERMINATION, SUSPENSION WITHOUT PAY OR
INVOLUNTARY DEMOTION.
1.
An employee desiring to appeal any disciplinary action directed against him or her must first exhaust
any administrative remedy provided as set out above. No employee shall be penalized in any way for
exercising his or her rights under the appeal procedures. An employee who has served a six (6) month probation
period may exercise his or her rights by requesting a Personnel Board Hearing. An appeal may be withdrawn
at any step without prejudice.
2.
Upon exhausting the above administrative remedies to have a hearing before the County Administrator (or
Department Head as is appropriate), an employee may file his or her appeal of discipline to the Personnel Board
in writing with the County Commission. To be timely filed and considered by the Board, the appeal must be
delivered to the County Commission within seven (7) calendar days of the last final administrative
action, and the employee must request a hearing before the Board. Within seven (7) calendar days after
the receipt of the appeal, the County Commission shall file with the chair of the Board and mail to the employee
by certified mail a statement specifying the charges against the employee on which the disciplinary action was
based.
3.
Upon the filing of the charges, the chair shall call a meeting of the Board to be held within thirty (30) days
after the filing of charges to hear the appeal, and shall forthwith give notice by certified mail to the employee
and the Board of the time and place of the meeting. The Board shall have the authority to continue the hearing
from time to time as may be necessary. In preparing for and conducting the hearing, the chair and secretary of
the Board shall each have the power to administer oaths, to subpoena and require the attendance of witnesses
and the production of books, documents and accounts pertaining to the appeal.
§45-22-120, et seq.
III-H. The Personnel Appeals Board
An employee who requests a hearing before the Appeals Board must have suffered one of the following forms of
disciplinary action:
 Termination;
 Suspension without Pay; or
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
Involuntary Demotion
1.
Establishment of the Board – The Alabama Legislature established the Personnel Appeals Board (hereinafter
“the Board”) in Ala. Code §45-22-120.05 (1975), as the same may be amended from time to time. The Board’s
duties, powers and method of appointment are specified in Ala. Code §45-22-120.05 (1975), as the same may
be amended from time to time.
a. The Board hears all timely filed appeals by employee from final action of the County Administrator
or Department Head, or such other individual hearing the case as a result of a conflict.
b. The Board is composed of three (3) persons who are residents and qualified electors of the county and
not less than 25 years of age. The members of the Board shall be appointed as follows: three (3)
members appointed pursuant to Ala. Code §45-22-120.05 (1975).
c. Each member shall serve a six (6) year term.
2.
Hearings before the Board –
a. The Board shall follow administrative procedures adopted by the County Commission to implement
the appeals process. The Personnel Department shall provide all necessary clerical and administrative
support for the board. The Board shall meet as needed. Each year, the Board member shall select
from among themselves a chairperson and secretary of the board. Board members may be
compensated as established pursuant to Ala. Code §45-22-120.05 (1975).
b. All testimony before the Board shall be under oath, and the Board has the power to subpoena witnesses
and demand production of relevant documents. The Board has the authority to make
recommendations to affirm, to revise or to amend any previous personnel decisions after a hearing.
c. Subpoenas issued as herein provided shall be served and the fees and allowances for the services
thereof shall be the same as provided by law for the service of subpoenas issued by the Circuit Court
of Cullman County. The fees and allowances in connection with the service of the subpoena issued
at the request of the Commission upon request of the Board shall constitute reasonable and necessary
expenses of the Board. Any subpoena issued at the request of the employee shall be served as
aforesaid, but only after the employee shall have sufficient security with the Sheriff of Cullman
County or other recognized officer to guarantee payment of the fees and allowances for the service.
Any person failing to obey any summons by either of the officers of the Board without good cause,
to be determined by the Circuit Court of Cullman County, may be punished by the Court in the same
method and manner as is provided by law for contempt of the Court, and any person failing to obey
any order or subpoena of the Court, may be proceeded against by the Court as is by law provided in
the case of contempt of the Court. In addition, any employee of the County who fails to obey any of
the orders or subpoenas may be disciplined as provided in Ala. Code §45-22-120.05 (1975).
d. At the hearing before the Board, the employee and his or her Appointed Department Head or
supervisor shall each have the right to be represented by counsel, with the County authorized to
employ legal counsel to represent the interest of the County. Such hearing shall be governed by rules
of practice and procedure as shall be adopted by the Board, and in conducting the hearing, the Board
shall not be bound by the technical rules of evidence. No informality of procedure in the conduct of
the hearing shall invalidate any recommendation made by the Board.
e. Within five (5) working days from the conclusion of the hearing, the Board shall recommend to the
Commission the following: (1) that the disciplinary action taken against the employee be affirmed;
(2) that the disciplinary action be reversed and that the employee be reinstated with full back pay at
the normal rate of pay that would have been in effect for the employee had he or she not been
suspended without pay; or (3) that the disciplinary action be reduced and that the employee be
reinstated either with or without pay for any time suspended without pay. The recommendation shall
be in writing to the Chairman of the Commission, and the Commission shall act upon such
recommendation at its next regular or special called meeting. At such meeting, the Commission shall
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vote its approval or disapproval of the action of the Board with the action becoming a matter of its
official and public record.
3.
Administrative Procedure for Hearing – The procedure for hearings conducted by the Board shall be as
follows:
a. An employee should try to limit opening comments to fifteen (15) minutes to present his or her written
appeal and any oral explanation. Employees may present their own appeal or designate a person of
their choice to represent them.
b. The Appointed Department Head or supervisor should try to limit opening comments to fifteen (15)
minutes to present his or her written disciplinary action and any oral explanation. Appointed
Department Heads may present their own decision or designate a representative of their choice.
c. If applicable, each party may present witnesses. The employee shall have the right to compel
attendance of witnesses or production of documents through exercise of subpoena power possessed
by the Chairman or secretary of the Board. The Board may then ask questions of any parties present,
request additional information or summon any related parties not present. The Board may set the
hearing aside for research or consultation with expert witnesses, but must reconvene within seventytwo (72) hours, unless the parties otherwise agree.
d. Upon completion of a hearing, the Board shall return its written decision within five (5) workdays to
the HR Specialist who shall immediately notify both parties. The Board shall recommend to the
Commission one of the following: (i) that the disciplinary action taken against the employee be
affirmed; (ii) that the disciplinary action be reversed and that the employee be reinstated with full
back pay at the normal rate of pay that would have been in effect for the employee had he or she not
been suspended without pay; or (iii) that the disciplinary action be reduced and that the employee be
reinstated either with or without pay for any time suspended without pay.
e. All decisions of the Board are recommendations to the Cullman County Commission, which shall be
acted upon by the Cullman County Commission at its next regular or specially called meeting.
f. The Board may meet with three (3) members present and all decisions will be binding as if the full
Board had been present.
§45-22-120, et seq.
IV. Leave Policies
IV-A. Annual Leave
All current full-time classified, appointed and probationary employees hired by the Cullman County Commission, shall
earn paid annual leave in accordance with the following schedule:
Years of Consecutive Service
0 – 10
10 – 15
15 – 20
20 – over
Leave per (26) Pay Period
4 hours
5 hours
6 hours
8 hours
Leave Earned per Year
104 hours per year
130 hours per year
156 hours per year
208 hours per year
A probationary employee will earn, but cannot take, annual leave until the employee has satisfactorily completed the
six (6) month probationary period and becomes a classified employee. Employees terminated before the completion of
the six (6) month probationary period will not be eligible for payout of annual leave accrued.
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Employees will not accumulate annual leave time while on a leave of absence or in a leave without pay status.
Annual leave for Cullman County employees is based on a calendar year.
Employees accrue leave twenty-six (26) pay periods within the calendar year.
Employees may not take annual leave before it has been earned.
The number of accrued leave hours to be used for one day of leave is equal to the number of scheduled paid hours of
work for that day of leave. (For example, if an employee works four (4) ten (10) hour days per workweek, he or she
must ten (10) hours of annual leave to have the entire day off.
When a paid holiday occurs during an employee’s annual leave, the day will be deemed a holiday and not as an annual
leave day.
Days off for annual leave will not be considered as working time for calculating weekly overtime.
Employees may take annual leave in the year it was earned, or may carry over for use in later years. However, there is
a limit to the amount of annual leave that may accrue. For full-time employees, this limit is 480 hours.
Special exception shall be made allowing unused annual leave to be carried over past the end of the calendar year should
the following conditions be met:
1.
2.
3.
4.
If the Governor of the State of Alabama declares a State of Emergency for an area that includes Cullman
County, Alabama;
If the Cullman County Commission declares a State of Emergency for Cullman County, Alabama;
Employees were essential personnel called out to respond to said emergency; and
Employees were using leave time in an effort to exhaust the excess annual leave over their annual leave limit
before the end of year annual leave reset.
If each of the above four (4) conditions are met, the employee may carry over an additional fifty (50) hours of annual
leave in excess of the presently existing 480 hour limit at the time the annual leave resets. This additional fifty (50)
hours of annual leave must be taken by February 16 of the following year, at which time any annual leave above the
480 hour limit would be forfeited by the employee.
If an employee earns annual leave in excess of the maximum amount listed above, the excess amount will be forfeited
if not taken by the end of the calendar year. Employees must consider the time accrued for the last full pay period of
the calendar year to be included in leave that must be taken.
When an employee resigns or is terminated, he or she is entitled to payment for any unused annual leave that has accrued.
Payment is based on the rate of compensation received at the time of resignation or termination. Payroll checks are
computed on the regular payroll day and are available at the normal time and place. No checks are issued in advance.
Unless specifically approved by the Appointing Authority (based on departmental needs), employees who are
terminating employment may not use accrued annual leave time in order to leave work earlier than their stated
termination date.
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IV-B. Annual Leave Scheduling
An employee may take annual leave at any time of the year as long as he or she has accumulated the leave and the needs
of the department are met. The employee must submit his or her annual leave request to the supervisor at least two (2)
weeks in advance for approval. Leave not requested two (2) weeks in advance may not be approved. Each department
may have a special form or procedure for requesting use of annual leave.
IV-C. Sick Leave
All full-time classified and appointed employees shall earn credit for paid sick leave at the rate of four (4) hours of leave
per pay period. The accrual will be credited at four (4) hours per pay period for twenty-six (26) pay periods within the
calendar year for a total of 104 per year. Eligible employees may accumulate unlimited hours of sick leave credit and
may be carried over from one year to the next.
A probationary employee will earn, but cannot take, sick leave until the employee has satisfactorily completed the six
(6) month probationary period and becomes a classified employee.
An employee may use accrued sick leave for any of the following reasons:
 When an employee is unable to work due to personal illness, injury incurred off-duty, or when the employee’s
presence may endanger the health of fellow workers;
 Keeping doctor, dentist, chiropractor or optometrist appointments for the employee and the employee’s
immediate family members;
 Any impairment related to pregnancy and/or actual confinement. A female employee who requests time away
from work for pregnancy, maternity and childbirth will be treated equally to other employees with other forms
of disability or sickness who request leave; or
 The emergency illness or incapacitation of a child, spouse, parent or in-law if such illness requires the
employee’s immediate personal care.
Sick leave will not be considered as time worked for the purpose of calculating weekly overtime compensation.
An employee will not accrue sick leave while he or she on a leave of absence or in a leave without pay status.
No employee may borrow sick leave that has not been earned yet. (Note: Employees may donate sick leave to an
employee who has exhausted all of their sick leave and annual leave. The individual receiving the time must have the
Department Head’s approval to receive the donated time. – Contact the Personnel Department for more information or
to complete a Leave Donation Form).
Upon separation of employment from Cullman County, an employee will not be paid his or her accrued sick leave with
the exception of conversion of retirement credit or payout guidelines as outlined in section V.N Benefits due to
Retirement. Unless specifically approved by the Appointing Authority (based on departmental needs), employees
who are terminating may not use accrued sick leave time in order to leave work earlier than their stated
termination date.
Employees may take sick leave in the year it was earned, or may carry over for use in later years. However, for
Cullman County employees hired (or rehired) on or after October 1, 2016, there is a limit to the amount of sick
leave that may accrue. For full-time employees, this limit is 480 hours.
IV-D. Sick Leave Notification and Approval
To be eligible for sick leave in case of an illness or injury that would prevent the employee from reporting to work at
the scheduled time, notice must be confirmed to his or her supervisor, next level manager, Appointed Department Head
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or Appointing Authority. If notice is given, the employee will be considered tardy once he or she arrives at work. The
Appointing Authority and/or Appointed Department Head of the department may further define specific departmental
requirements.
Notice must be confirmed to the employee’s supervisor, next level manager, Appointed
Department Head or Appointing Authority. Leaving a message does not meet this
requirement.
If an employee is absent for less than three (3) consecutive working days, the supervisor may or may not require that
the employee provide a healthcare provider’s statement.
To be eligible for sick leave with pay during a continuous period of three (3) working days or more, the employee must
provide a healthcare provider’s statement showing the cause or nature of the illness or injury and expected return to
work date, or a written statement of the facts concerning the illness or injury which is acceptable to the employee’s
supervisor.
If an employee is out on sick leave for three (3) or more consecutive working days and qualifies for protection under
the Family and Medical Leave Act (FMLA), the supervisor is responsible for notifying the Personnel Department. The
Personnel Department is responsible for ensuring that all FMLA guidelines are followed.
You must provide you supervisor with a statement from a healthcare provider if you are
absent for three (3) or more consecutive working days due to illness or injury. Your
supervisor may decide to accept some other form of written statement.
IV-E. Bereavement Leave / Funeral Leave
Full-time classified and appointed employees are entitled to three (3) bereavement days at regular pay (not including
overtime) with no deduction from leave accruals due to the death of any of these persons in his or her immediate family:
 Spouse;
 Parent;
 Son or daughter;
 Brother or sister;
 Grandparent;
 Grandchild;
 Nephew or niece;
 Step-relatives of the above categories;
 In-laws of the above categories; and
 Any person actually residing in the employee’s household.
Bereavement leave will not normally exceed three (3) consecutive calendar days in length and will be granted the day
before, the day of and the day after the funeral. An employee will only receive pay for regularly scheduled work days.
The employee’s supervisor will make the final decision on any additional number of approved days for bereavement
leave based on factors such as required travel and level of involvement in funeral arrangements. Other factors may also
be considered.
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Any bereavement period that is expected to go over the three (3) day limit requires the approval from the employee’s
supervisor, and the employee must use her or her annual leave.
Bereavement leave will not be considered as time worked for the purpose of calculating weekly overtime compensation.
IV-F. Personal Leave
Full-time employees may take up to two (2) days per calendar year personal leave from his or her sick leave account.
If the employee has no remaining sick time, he or she may not take the personal leave.
IV-G. Holidays
Cullman County observes the holidays listed below. Full-time employees are eligible to be paid for these holidays if
he or she is in paid status. The Commission will announce any additional holidays. Offices/Departments may be closed
without further notice on the following days:
 New Year’s Day;
 Robert E. Lee / Martin Luther King, Jr. Day;
 President’s Day;
 Good Friday;
 Memorial Day;
 Jefferson Davis’ Birthday;
 Independence Day;
 Labor Day;
 Columbus Day / Fraternal Day / American Indian Heritage Day;
 Veteran’s Day;
 Thanksgiving Day; and
 Christmas Day.
If a holiday falls on a Saturday, the holiday will be observed on the preceding Friday. If the holiday falls on a Sunday,
the holiday will be observed on Monday.
Employees are required to be present at work on the workday scheduled immediately preceding and following a holiday
unless leave has been pre-approved. If an employee is absent due to illness, he or she must present a doctor’s excuse to
be paid for the holiday. If an employee is on leave without pay the day before or the day after a holiday or has leave
without pay for the whole week of the holiday, then the employee will not be eligible for holiday pay.
All eligible full-time and appointed employees shall receive one (1) day of pay at their regular base pay rate for each
paid holiday. Should any employee be required to work on a holiday, the Department Head will normally coordinate
with the employee for comparable time off on another day within the same pay period. If the Department Head cannot
schedule comparable time off, the employee will be paid for the actual hours he or she worked on the holiday. This pay
will be in addition to the holiday pay. Holiday pay will not be considered as time worked for the purpose of calculating
weekly overtime compensation.
If an employee wishes to observe a religious holiday, the employee must communicate with his or her supervisor to
make arrangements. Annual leave will be used for time off taken for religious holidays. If an employee has no accrued
annual leave, he or she shall use leave without pay.
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To schedule time off for a religious holiday, put the request in writing and submit it to
your supervisor. You will be able to use available annual leave, or if there is no annual
leave available, you will be required to use leave without pay.
IV-H. Leave without Pay
Leave without pay may be taken only if all accrued annual and sick leave has been exhausted. Appointing Authorities
and/or Appointed Department Heads may approve up to, but not more than, twenty-four (24) hours of leave without
pay, per employee, within a calendar year. The HR Specialist and/or the Appointing Authority or Appointed Department
Head must act upon (either deny or approve) requests which will result in the employee taking more than twenty-four
(24) hours, but no more than forty (40) hours, of leave without pay within a calendar year. Only the Cullman County
Commission or Appointing Authority may approve requests which will result in the employee taking more than forty
(40) hours of leave without pay within a calendar year, or any single request for greater than forty (40) hours of
consecutive leave without pay. Employees in a leave without pay status the day before or the day after a holiday or
have leave without pay the whole week of the holiday will not be eligible for holiday pay.
Employees will not accumulate annual leave or sick leave time while on a leave of absence or in a leave without pay
status.
Employees who use more than forty (40) hours of leave without pay, and are not on an approved leave of absence, are
subject to progressive discipline.
Employees desiring leave without pay under the Family and Medical Leave Act must comply with the FMLA policy.
When an employee is in a leave without pay status and has used all Family Medical Leave and accumulated leave time,
he or she shall no longer be eligible to remain on the county’s insurance plan but may be allowed to continue coverage
through COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985, Public Law 99-272, Title X). During
Cullman County Commission and Appointing Authority approved periods of leave without pay, the employee shall not
accrue leave or benefits and shall not receive Cullman County Commission contributions to insurance premiums.
IV-I. Leave of Absence
If an employee exhausts all of his or her annual, sick and FMLA leave and still needs additional time off for personal
or health reasons, he or she may apply for an unpaid leave of absence for a period of up to three (3) months. The written
request for leave must be given to the employee’s supervisor and Appointed Department Head at least thirty (30) days
prior to the start of the requested leave date unless the leave is an emergency. Any request for leave of absences must
be approved or denied by the County Commission.
To request a leave of absence, submit a written request to your supervisor and the
department director at least 30 days in advance, unless the leave is an emergency. State
the reason for the leave, date you want it to begin and date you expect to return to work.
It must be approved by the County Commission.
Regardless of the reason for the leave, it is essential that the following departments be notified to ensure that benefits
are properly administered:
 Personnel Department; and
 Payroll Department.
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The Cullman County Commission may or may not approve the request for a leave of absence. The decision is at their
discretion, unless the leave qualifies under the Family and Medical Leave Act. Factors considered in approving the
request are the employee’s length of service, employment record and the reason for the absence.
Employees will not accumulate annual leave or sick leave time while on a leave of absence or in a leave without pay
status.
The employee must notify his or her supervisor of the anticipated return to work date prior to that date. The supervisor
is responsible for immediately notifying the Personnel Department.
If an employee fails to return to work at the conclusion of the leave of absence without pay, he or she shall be terminated
from employment.
There may be changes in employee benefits during a leave of absence. Please contact the Personnel Department to
determine what changes may be experienced.
IV-J. Administrative Leave with Pay
Any appointing Authority or Appointed Department Head, in consultation with the HR Specialist, may require any
employee to take up to ten (10) days of administrative leave with pay. Administrative leave with pay is typically utilized
during internal investigations of an employee or group of employees prior to making a determination whether
disciplinary action should be imposed against one or more employees. Administrative leave with pay may also be
utilized for the purpose of fit for duty evaluations.
IV-K. Family and Medical Leave Act (FMLA)
Cullman County Commission offers leave under the Family and Medical Leave Act (FMLA) for eligible employees.
1. Eligibility: If an employee has worked for at least one (1) year and for 1,250 hours in the preceding twelve
(12) months, he or she is eligible to take up to twelve (12) weeks of unpaid leave when the absence is
necessitated by any of the following circumstances:
a. The birth or placement of a child for adoption or foster care;
b. The employee’s own serious health condition that prevents him or her from performing the essential
functions of the job; or
c. Serious health conditions of a son or daughter, parent, or spouse if the employee is needed to help
provide care.
Qualifying exigencies related to a spouse, child, or parent’s active military duty, are included as follows: short-notice
deployment, military events and activities, child care and school activities, financial and legal arrangements, counseling,
rest and recuperation and post-deployment activities.
Employees are entitled to a total of twenty-six (26) weeks of leave in a particular twelve (12) month period to care for
a spouse, child, parent, or next of kin suffering from a serious illness or injury incurred in the line of military duty. Note
that all FMLA leave is cumulative, so that leave taken for other reasons during the year will be deducted from this
additional entitlement.
2.
Certification: If an employee requests leave for his or her own serious health condition, or to care for the
serious condition of a son or daughter, parent or spouse, the employee will be required to provide the Cullman
County Commission Personnel Department with certification by a treating healthcare provider.
All FMLA leave must be certified by an appropriate health care provider. Certification forms must be provided within
fifteen (15) calendar days of the employee’s notification of the need for leave. If additional information is requested by
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the HR Specialist, it must be provided within seven (7) calendar days of the request. Note that the Commission may
directly contact an employee’s health care provider in order to verify or clarify the need for leave. It may also require
a second opinion at its own expense. FAILURE TO COMPLY WITH THE CERTIFICATION REQUIREMENTS
MAY RESULT IN PARTIAL OR COMPLETE DENIAL OF FMLA LEAVE.
You must provide certification from your treating healthcare provider when you request
leave for your own serious health condition and you may need a modified statement if
your request is to care for another family member.
3.
Measuring: Cullman County has chosen the “measured forward” method that entitles the employee to twelve
(12) weeks of leave during the year beginning on the first date the FMLA leave is taken after the previous
twelve (12) month period ends.
Example: The 12-month period begins September 1, 2015, if that is the first day of FMLA leave. If the employee
exhausts all of FMLA leave, the next date the employee could again take FMLA leave would be September 1, 2016.
When an employee is on FMLA leave, he or she must periodically report (if possible) to Personnel on his or her status
and indicate the return to work date. Appropriate forms must be submitted to Personnel to initiate family leave or to
return the employee to active status.
4.
Intermittent or Reduced-Time Leave: FMLA leave can be taken on an intermittent or reduced-time basis under
certain circumstances. An employee may request intermittent or reduced leave for the following reasons:
a. When medically necessary to care for a seriously ill family member, or because of the employee’s
own serious health condition; or
b. For the birth or placement of a child for adoption or foster care. Intermittent or reduced- time leave
shall not exceed twelve (12) weeks combined if both spouses are employed by the County.
Only the amount of leave actually taken while on intermittent/reduced schedule leave may be charged on FMLA leave.
If an employee needs intermittent/reduced schedule leave for planned medical treatment, he or she must work with the
supervisor to schedule the leave so it does not unduly disrupt the department’s operations, subject to the approval of the
employee’s healthcare provider.
If you need to be off occasionally for medical reasons, you must work with your supervisor
to arrange a schedule that does not unduly disrupt the department’s work, but it has to
also have the approval of your healthcare provider.
Employees on worker’s compensation, for which injury is eligible for FMLA, are required to take FMLA concurrently.
For example, an employee who is absent from work for four (4) months due to a worker’s compensation injury will
have the first twelve (12) weeks of that absence applied to FMLA leave.
5.
Serious Health Condition: “Serious Health Condition” is defined as an illness, injury, impairment, or physical
or mental condition that involves:
a. Any period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a
hospital, hospice, or residential medical care facility;
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b.
c.
d.
e.
f.
6.
A period of incapacity requiring absence of more than three (3) calendar days from work that also
involves continuing treatment by (or under the supervision of) a healthcare provider;
Any period of incapacity due to pregnancy, or for prenatal care;
Any period of incapacity (or resulting treatment) due to a chronic serious health condition (e.g.,
asthma, diabetes, epilepsy, etc.);
A period of incapacity that is permanent or long-term due to a condition for which treatment may not
be effective (e.g., Alzheimer’s, stroke, terminal illnesses, dialysis, etc.); or
Any absences to receive multiple treatments (including any period of recovery) by, or on referral by,
a healthcare provider for a condition that likely would result in incapacity of more than three (3)
consecutive days if left untreated (e.g., chemotherapy, physical therapy, dialysis, etc.).
Health Insurance Premiums: During FMLA leave, the County will continue to pay its portion of the health
insurance premiums, and the employee must continue to pay his or her portion of the premium. The employee’s
contribution of health insurance premiums should be paid according to the County pay periods (e.g., biweekly).
While on FMLA Leave, you must continue to pay your own portion of your health
insurance premiums.
If an employee does not return to work at the end of FMLA leave, he or she may be required to reimburse the County
for payment of health insurance premiums, unless the employee does not return because of the presence of a serious
health condition which prevents him or her from performing the job or circumstances beyond the employee’s control.
The employee may then choose to elect COBRA coverage. Sufficient notice shall be given to the employee at the end
of FMLA when and if this event occurs.
The employee will be responsible for any other elected benefit contributions while out on FMLA.
7.
Accrued Leave: Employees are required to use available sick and annual leave during FMLA leave. Accrued
leave and FMLA leave are used at the same time – the employee does not take accrued leave first and then take
FMLA leave.
When your circumstance qualifies for FMLA, you may not first use your accrued leave
and then start FMLA leave. These two types of leave run concurrently – you are required
to use them at the same time.
The portion of the family leave of absence, which is annual leave time and/or sick time, will be with pay according to
the County’s policies regarding annual leave and sick leave.
During FMLA leave, the employee will not accrue employment benefits (such as annual leave and sick leave), if he or
she is in unpaid status. Employment benefits accrued up to the day on which the family leave of absence begins will
not be lost. Any holidays that occur during FMLA will not be paid if the employee is in an unpaid status.
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8.
Return to Work: If the employee returns to work from FMLA leave before or on the business day following
the expiration of the twelve (12) weeks, the employee is entitled to return to his or her job or an equivalent
position without loss of benefits or pay.
9.
Application Forms: Application forms for FMLA leave must be submitted in writing and are available in the
Personnel Office. Applications should be submitted at least thirty (30) days before the leave is to start, or as
soon as possible if leave is not foreseeable. Employees should provide the County with an appropriate medical
certification when FMLA is requested.
IV-L. Military Leave
Employees who are active members of the Alabama National Guard, Naval Militia or the Alabama State Guard
organized in lieu of the National Guard, or any other reserve component of the armed forces of the United States, shall
be entitled to military leave of absence from their respective civil duties and occupations on all days that they are
engaged in the field or coast defense or other training or on other service ordered under the National Defense Act, or of
the federal laws governing the United States Reserves, without loss of pay, time, seniority, annual leave or sick leave.
An employee receiving authorization for leave with pay will be paid in accordance with Ala. Code §31-2-13, or such
other applicable law.
As a result of the employee’s membership in any of the named military reserve organizations, the employee is allowed
to receive up to 168 working hours (21 working days) per calendar year of paid military leave when absent from work
because of performance of duty or training in the military reserve. If an eligible employee is on military leave when a
scheduled holiday occurs, the holiday pay will prevail and the day will not be charged against the military leave account.
An employee, who is called to active duty with the Armed Forces of the United States, may request annual or personal
leave, if available, or leave without pay. Upon his or her release from military service the employee shall be re-instated
by the County in a position that is no lower in grade or pay than that in which he or she is physically and mentally suited
to perform, provided the employee makes application for re-employment to the County within thirty (30) days following
honorable separation from the Armed Forces of the United States, and his or her absence for military service did not
exceed the original service period.
There is no waiting period to be eligible for military leave. This applies to both probationary and non-probationary
employees.
An eligible employee who plans to use military leave for training during the year must notify his or her Appointing
Authority or Appointed Department Head and the County Personnel Department of his or her projected schedule.
Employees must provide copies of military orders to the HR Specialist when requesting such leave in accordance with
Ala. Code §31-2-13 and other applicable laws. If the employee is requesting more than ten (10) days off, he or she must
make the request in writing no less than two (2) weeks in advance.
You must give at least 2 weeks written notice when you need leave for military duty that
lasts more than 10 working days.
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IV-M. Uniformed Services Employment and Reemployment Rights Act (USERRA)
Pursuant to the Uniformed Services and Reemployment Rights Act (“USERRA”), all persons employed by the Cullman
County Commission are entitled to up to five (5) years of military leave without pay for any service in the various
Uniformed Services of the United States, including, but not limited to, enlistment, training and active duty. Employees
may be entitled to additional leave for periods of initial service lasting more than five (5) years, periodic training duty
and involuntary active duty recalls and extensions. Paid leave, including sick leave and annual leave, may be substituted
for all or part of this unpaid military leave. Employees must provide as much advance notice of their impending service
as reasonable. Employees should provide this notice to the HR Specialist.
All employee benefits will be continued without a break in coverage during the service period for employees serving
thirty (30) or fewer days. Employees serving thirty-one (31) days or more may elect to continue health care coverage
for up to twenty-four (24) months at his or her own cost. Upon returning to work, all benefits will be restored to the
employee without a waiting period or break in coverage. While employees do not accrue annual or sick leave while on
USERRA leave, the rate at which such leave will accrue when the employee returns to work will be the same as if the
employee had never taken leave.
Employees returning from a period of service are generally entitled to be placed back into the same position that they
would have occupied had they not taken military leave. If the period of service is thirty (30) days or less, the employee
should report back to work no later than the beginning of the first work day after the completion of the period of service,
allowing for travel time and at least eight (8) hours rest, or, if such a date is impossible or unreasonable, as soon as
possible. If the period of service is thirty-one (31) days or more, the employee must submit as application for
reemployment. In those cases where the period of service was for between thirty-one (31) days and one hundred-eighty
(180) days, the application must be submitted no later than fourteen (14) days after the completion of service. When
the service was longer than one hundred-eighty (180) days, the application must be submitted no later than ninety (90)
days after the completion of service. For periods of service lasting longer than thirty (30) days, the employee may be
required to submit supporting documentation. Service members who return with disabilities, illnesses, or injuries
accrued in the course of their service may be entitled to extensions of these deadlines and/or accommodation for their
conditions.
In addition to the unpaid leave available pursuant to USERRA, any employee who is a member of the National Guard
of Alabama or Reserve Officer or Enlisted Person in the Army, Navy, Marine Corps or Air Force Reserve shall be
granted leave with pay for the purpose of attending an encampment for training when so ordered. The maximum amount
of leave with pay shall not exceed one hundred sixty-eight (168) hours in any calendar year.
No employee or prospective employee will be subject to any form of discrimination or harassment whatsoever
on the basis of that person’s membership in or obligation to perform service for any of the Uniformed Services
of the United States. Specifically, no person will be denied employment, reemployment, promotion, or other benefit
of employment on the basis of such membership. Furthermore, no person will be subjected to retaliation because such
person has exercised his or her rights under this policy. If any employee believes that he or she has been subjected to
discrimination in violation of this policy, the employee should follow the guidelines for reporting discrimination and
harassment contained in Section I-B of this Handbook.
IV-N. Jury Duty or Court Appearance
When an employee must miss work due to jury or witness duty, the employee will be excused from his or her job.
Notice must be given to the direct supervisor.
Witness duty must pertain to job-related business for excused absence with regular pay. At any time during jury or
witness duty if the employee completes the assignment during regular work hours, he or she is expected to return to
work immediately.
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Notify your supervisor if you must appear for jury or witness duty. Witness duty must be
job-related in order to receive your regular pay.
IV-O. Voting Leave / Elections
Employees will be encouraged to exercise his or her right to vote. Upon approval from the employee’s supervisor, an
employee may be permitted to vote during work hours. Employees may use annual or sick leave for hours taken to
vote.
IV-P. Political Leave Without Pay.
A County employee desiring to campaign for a Cullman County political office shall be granted a leave of absence
without pay beginning on the date they qualify until they complete their participation in the election process.
If the employee is elected, the employee will voluntarily resign from his or her position with the County and assume
elected office. If the employee is defeated in his or her bid for political office, the employee may, within five (5)
working days, be reinstated to his or her former position, or one of comparable classification and pay.
An employee may elect to use accrued annual and/or sick leave upon beginning the leave of absence without pay to
campaign for public office.
No Cullman County employee shall campaign or otherwise engage in political activity in support or against a candidate
or any cause during the employee’s working hours.
No County employee shall be rewarded or penalized in any way for using authorized political leave.
V. Employee Benefits
V-A. Benefits Eligibility
Full-time employees are eligible for benefits. These benefits include: medical coverage, dental coverage, vision
coverage, life insurance, retirement and supplemental benefit options. Part-time employees (who work at least 20 hours
per week) are eligible for retirement only.
It is the employee’s responsibility to list only dependents that are eligible for coverage as defined by the plan rules. If
a covered dependent becomes either eligible or ineligible based on the plan rules, it is the employee’s responsibility to
notify Personnel immediately. Employees must notify Personnel of any changes in status within thirty (30) days of the
status change. This includes: dependent status change, address changes, divorce, marriage, birth, adoption, reduction
in work hours or any other change that could affect benefit plan eligibility.
To add or delete dependents from your insurance, you must notify Personnel within 30
days of the qualifying event.
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V-B. Benefits Effective and Termination Dates
Cullman County personnel staff will determine the effective date of coverage.
However, if a newly hired employee already has coverage with Blue Cross Blue Shield of Alabama, the County
insurance can go into effect immediately upon successful application and payment. If they do not have coverage with
Blue Cross Blue Shield of Alabama, they must wait ninety (90) days.
Benefits will end the last day of the month in which an employee actively works. Coverage and benefits shall be subject
to the provisions and requirements as stated in the policies providing coverage.
V-C. Medical, Dental and Vision Coverage
Employees must enroll for coverage within thirty (30) days of benefit eligibility (see above) or an eligible qualifying
event. Complete benefit packets are provided at new hire orientation. Additional packets may be obtained by contacting
the Personnel Department at (256) 775-4884. If an employee does not enroll within thirty (30) days of benefit eligibility
they must wait until the next open enrollment period to enroll.
Cullman County offers medical, dental and vision coverage to all full-time employees. The plan is priced for both
individual and family. Although the County pays a significant portion of the employee’s insurance premiums,
employees are responsible for the employee portion. Information about the current medical, dental and vision plan and
premiums is available in the Personnel Department.
V-D. Notice for Individuals Declining Health Coverage
The Health Insurance Portability and Accountability Act of 1996 (HIPPA) requires group health plans and insurers to
advise an employee and employee’s dependents of enrollment rights when declining health coverage.
If an employee is declining enrollment for health plan benefits for himself or herself, dependents or both because of
other health insurance coverage, the employee may, in the future, be able to enroll in this plan, provided that he or she
requests enrollment within thirty (30) days after the other coverage ends.
In addition, if an employee has a new dependent as a result of marriage, birth, adoption or placement for adoption, he
or she may be able to enroll himself or herself, dependents or both, provided that he or she requests enrollment within
thirty (30) days after the marriage, birth, adoption or placement for adoption.
V-E. Identification Cards
If an employee enrolls in medical, dental and vision benefits, identification cards will be mailed to his or her home
address.
V-F. Annual Enrollment/Transfer Period
Health plans, benefit designs, eligibility rules and premiums are subject to change each plan year based on the previous
year’s claim experience. Announcements concerning changes for the upcoming plan year are made during annual
enrollment period each fall. Employees are required to review notices, home mailings and department memos for
information about the benefits for the upcoming year.
You are required to review your notices, home mailings and department memos for
information about benefits for the upcoming year. Failure to do so may result in no
coverage for the new year.
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V-G. Benefit Premiums/Payroll Deductions
Employees are responsible to review his or her paycheck to ensure the appropriate benefit deductions have been taken.
Deductions from the employee’s paycheck will begin the first pay period of the month prior to the coverage start date.
Medical, dental and vision deductions will be taken out of twenty-four (24) pay periods per year. There will be two (2)
pay periods each year in which no insurance deductions will be taken (normally the last pay period in a three (3) pay
period month).
You are responsible for reviewing your paycheck to ensure the appropriate benefit
deductions have been taken.
If an employee misses a paycheck due to work absence or unpaid time, then the missed deductions will be taken out of
the next paycheck immediately upon return or employee may pay personnel the amount due each pay period.
Contact Personnel to discuss payment of deductions prior to going out on leave.
V-H. Consolidated Omnibus Budget Reconciliation Act (COBRA)
If an employee loses coverage due to a termination of employment, a reduction in work hours or other qualifying event,
the employee and employee’s covered dependents may be eligible to continue coverage through COBRA.
For a full explanation of COBRA terms and eligibility, contact Personnel of refer to the “General COBRA Notice”
received at time of enrollment.
V-I. Change in Status
Employees are required to report, in writing, personal changes and/or changes in work status to the Personnel
Department within (30) days of any status change. This includes:
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Dependent status change;
Address changes;
Divorce;
Marriage;
Birth/adoption;
Reduction in work hours; or
Any other change that could affect benefit plan eligibility.
You must report personal changes and/or changes in work status to Personnel within 30
days of the change.
Documentation may be required to make benefit changes.
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V-J. Life Insurance
Cullman County provides Life Insurance in the amount of $15,000 coverage plus $15,000 accidental death &
dismemberment coverage for all full-time employees after ninety (90) days of continuous employment. The Plan
Document is available in the Personnel Department.
Employees may purchase additional life insurance on a voluntary basis for themselves and spouse and dependent
children. Cost varies based on age and selected coverage amount. Employee pays 100% of the cost.
V-K. Employee Assistance Program (EAP)
The Employee Assistance Program (EAP) is a valuable resource to assist employees and their family members. Through
the EAP, administered by American Behavioral, employees can receive assistance for a number of different life
concerns, such as personal conflicts and financial and legal issues.
Employees and their family member can contact EAP 24 hours a day, 365 days a year by calling
1-800-925-5EAP (5327)
or
www.americanbehavioral.com
EAP offers confidential assistance with:
 Marital and Family Issues
 Alcohol and Other Drug Dependency Assistance
 Stress Related Issues
 Legal and Financial Referrals
 Emotional Issues
When employees or their family members call EAP, they will speak with an experienced and specially trained counselor
who will assist in getting the help needed.
V-L. Supplemental Benefits
Cullman County offers supplemental voluntary benefits such as Accident, Cancer, Short-Term Disability, Life, Deferred
Compensation, etc. from providers such as:
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Colonial Life
Liberty National
AFLAC
NTA
Nationwide Retirement Solutions
RSA-1
Other voluntary products
These additional benefit options can be administered through payroll deduction.
Supplemental benefits are subject to change without notice. For more information, contact the Personnel Department
at (256) 775-4884 or (256) 775-4879.
V-M. Retirement Plan
Retirement participation is mandatory with the Retirement Systems of Alabama (RSA). If an employee averages at
least twenty (20) hours per week, he or she will automatically be enrolled in the retirement plan.
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Employees who were in the RSA plan before January 1, 2013 are Tier I participants and are required to contribute 5%
on a pre-tax basis from each paycheck. Employees who enroll in the RSA plan on or after January 1, 2013 are Tier II
participants and are required to contribute 6% on a pre-tax basis from each paycheck. (This contribution is matched by
the County).
Employees are vested in the Retirement Systems of Alabama after ten (10) years of service. Tier I employees (those in
the system before January 1, 2013) are eligible to retire with twenty-five (25) years of service or ten (10) years of service
and age sixty (60). Tier II employees (those enrolled in the system on or after January 1, 2013) will be eligible to retire
at age sixty-two (62) with at least ten (10) years of service.
V-N. Conditions for Retirement
Whenever an employee meets the conditions for retirement set forth in the Retirement Systems of Alabama Regulations,
he or she may elect to receive all benefits earned under the Alabama Retirement Plan.
The Notice of Retirement may be forwarded to the Personnel Department no more than three (3) months or no later than
thirty (30) days prior to the last scheduled day of work.
Due to the complexity of each individual retirement account, the employee should contact the Personnel Department
with any questions or contact:
Employee’s Retirement System of Alabama
201 South Union Street
Montgomery, AL 36130
1-877-517-0020
V-O. Benefits Due at Retirement
Unpaid Sick Leave – Full-time Tier I employees retiring pursuant to the requirements of the Retirement Systems of
Alabama with 25 years of service or at age 60 with at least ten (10) years of service shall be allowed to convert his or
her accumulated sick leave retirement service credit and the Retirement Service Credit if permitted by the State of
Alabama. Full-time Tier II employees retiring at age 62 pursuant to the requirements of the Retirement Systems of
Alabama with at least ten (10) years of service, will not be allowed to convert his or her accumulated sick leave toward
retirement credit and the Retirement Service Credit. Unless specifically approved by the Appointing Authority
(based on departmental needs), employees who are retiring may not use accrued sick leave time in order to leave
work earlier than their stated retirement date.
Effective October 1, 2016, full-time Tier I employees retiring pursuant to the requirements of the Retirement Systems
of Alabama with 25 years of service or at age 60 with at least ten (10) years of service shall be allowed the following
options regarding accumulated sick time:
1. Total accumulated sick time may be converted to retirement service credit; or
2. Accumulated sick time may be paid out at the rate of 50%.
Any employee who retires from Cullman County is required to make a decision at the time of completion of the
retirement application to select one of the two options listed above.
Effective October 1, 2016, full-time Tier II employees retiring at age 62 pursuant to the requirements of the Retirement
Systems of Alabama with at least ten (10) years of service, will not be allowed to convert his or her accumulated sick
leave toward retirement credit and the Retirement Service Credit. However, these Tier II employees will be paid
accumulated sick time as follows:
1. Accumulated sick time may be paid out at the rate of 50%.
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Retiree Health Insurance Continuation (Under Age 65) – A full-time employee currently enrolled in health insurance
with a minimum of ten (10) years of service with Cullman County and retiring pursuant to the requirements of the
Retirement Systems of Alabama who has not met the age requirement to be eligible for Medicare, is eligible to continue
health coverage by paying the retirees premium portion of health coverage. The county will contribute their premium
portion of the cost of health coverage. Retiree premiums must be paid monthly via direct bank draft.
If the employee has single coverage at the time of retirement, this coverage may not be changed at a future date for any
qualifying event. (i.e., Cannot change from single to family coverage to add a new spouse or to cover a spouse who has
lost coverage with their employer).
If the employee has family coverage at the time of retirement, that employee may elect at that time to keep this coverage
until the age requirement to be eligible for Medicare has been met. The employee may also select single coverage at
this time. When the retiree reaches the age requirement to be eligible for Medicare, all insurance coverage provided to
the retiree under the regular County insurance plan will cease. Any dependents covered will become eligible for
COBRA. County retirees will be afforded a C+ Supplement to Medicare and dental coverage. There is no prescription
drug coverage and no vision coverage with this plan. The retiree will pay a portion of this premium and the county will
contribute a portion of the cost of this coverage. Retiree premiums must be paid monthly via direct bank draft.
Effective for employees retiring on or after October 1, 2016, if the employee has family coverage at the time of
retirement, that employee may elect at that time to keep this coverage until the age requirement to be eligible for
Medicare has been met. The employee may also select single coverage at this time. When the retiree (or any dependent
covered under the retiree’s health coverage) reaches the age requirement to be eligible for Medicare, all insurance
coverage provided to the retiree (and/or Medicare eligible dependent) under the regular County insurance plan will
cease. Any non-Medicare eligible dependents covered will become eligible for COBRA. County retirees will be
afforded a C+ Supplement to Medicare and dental coverage. There is no prescription drug coverage and no vision
coverage with this plan. The retiree will pay a portion of this premium and the county will contribute a portion of the
cost of this coverage. Retiree premiums must be paid monthly via direct bank draft.
Retiree Health Insurance Continuation (Age 65 and Over) – A full-time employee currently enrolled in health
insurance with a minimum of ten (10) years of service with Cullman County and retiring pursuant to the requirements
of the Retirement Systems of Alabama who has met the age requirement to be eligible for Medicare, is eligible to receive
a C+ Supplement to Medicare and dental coverage. There is no prescription drug coverage and no vision coverage with
this plan. There is no family coverage with this plan. The retiree will pay a portion of this premium and the county will
contribute a portion of the cost of this coverage. Retiree premiums must be paid monthly via direct bank draft.
Should the County’s health insurance premiums increase, so shall the portion paid by the retiree with the increased
amount to be determined by the Commission.
Any employee who retires from Cullman County is required to make a decision at the time of completion of the
retirement application whether to retain the County’s medical coverage or reject it.
V-P. Retirement Disability
Employees who participate in the Retirement Systems of Alabama and have completed ten (10) years of service and
become disabled as defined by the plan, may be eligible to receive a disability benefit subject to all applicable
requirements. Contact the retirement system directly for more information.
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VI. Code of Ethics
VI-A. Ethical Conduct
It is the policy of Cullman County Commission to uphold, promote and demand the highest standards of ethics from all
employees and officials, whether elected or appointed. Accordingly, all County employees should maintain the utmost
standards of personal integrity, truthfulness, honesty and fairness in carrying out their public duties; avoid any
improprieties in their roles as public servants; and never use their county position or powers for improper personal gain.
Every employee of the Cullman County Commission is a “public employee”. The taxpayers of this County entrust
every employee with the responsibility of carrying on business beneficial to the taxpayer.
Employees of the Cullman County Commission are subject to the provision of the Alabama Ethics Law (codified at §§
36-25-1, et. Seq., Code of Alabama 1976, as amended from time to time) (sometimes referred to as the “Alabama Ethics
Law” or the “Ethics Law”) and the decisions and enforcement of the Alabama Ethics Commission. Employees may
visit the Ethics Commission’s website for further information of interest at www.ethics.alabama.gov
VI-B. Statement of Economic Interest
Some employees may have to complete an annual questionnaire for the Alabama Ethics Commission. The Personnel
Department will provide these employees the required forms, upon request. These employees are responsible for filing
the reports in a timely manner. Section 36-25-4.2 states that “all public employees required to file the Statement of
Economic Interests required by Section 36-25-14, shall participate in an online educational review of the Alabama
Ethics Law provided on the official website of the commission. Employees hired after January 1, 2011, shall have 90
days to comply with this subsection.”
VI-C. Political Activity
Employees may individually exercise their right to vote and privately express their views as a citizen, including
becoming a candidate for public office. However, an employee shall not make, solicit, or receive any assessment,
donation, subscription, or contribution for political purpose, or engage in political activities during his or her work time.
Without limitation, Cullman County expressly prohibits employees from soliciting political financial contributions,
distributing political literature, wearing political buttons or similar insignia during their work time. Employees who are
issued uniforms by Cullman County are prohibited from wearing their uniforms while engaging in political activities.
Cullman County also prohibits employees from distributing political literature or printed or other material of any kind
in working areas at any time. Employees may not use any equipment owned by Cullman County, including but not
limited to, copiers and fax machines, to engage in political activities.
This prohibition against soliciting other employees for political purposes covers Cullman County’s telephonic and
computer equipment. Thus, no employee is permitted to use Cullman County’s electronic mail, the internet, voice-mail,
telephones, computers or other related equipment for the purpose of soliciting others for political activities or for
preparing, duplicating or distributing political literature or other material to other employees or non-employees.
The HR Specialist is available to answer any questions regarding proper employee political activity. This policy does
not authorize a county employee to engage in political activity in violation of federal or state law.
VI-D. Secondary Employment
Cullman County Commission employees shall not engage in any outside employment which adversely affects his or her
work performance as an employee of the County or creates a conflict of interest.
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If an employee engages in other employment, he or she must notify his or her supervisor in writing stating the name of
the employer, the nature of the work or business, specific duties, and hours worked per week. The supervisor will send
a copy of these statements to the HR Specialist for placement in the employee’s personnel file. If the supervisor believes
there may be a potential incompatibility between the outside employment and County employment due to either the
number of work hours or nature of work or scheduling requirements, he or she shall submit appropriate
recommendations to the HR Specialist. The final decision will be made jointly by the HR Specialist and the Appointing
Authority or Appointed Department Head.
If you work another job, you must notify your supervisor in writing and state the employer,
type of work, job duties, and hours worked per week. This job cannot conflict with your
primary job with the Cullman County Commission.
The employee shall at all times give first priority to the performance of his or her Cullman County Commission job.
County work schedules will not be adjusted to accommodate non-County work schedules.
VI-E. Hiring of Relatives – Nepotism Policy
Cullman County Commission permits the employment of qualified relatives as long as such employment does not, in
the opinion of the Commission, create actual or perceived conflicts of interest. For this policy, “relative” is a spouse
(including civil union partner and registered domestic partner), child, parent, sibling, grandparent, aunt, uncle, first
cousin, or corresponding in-law or “step” relation. Cullman County Commission will consider the placement of related
employees as follows:
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Individuals who are related by blood or marriage are permitted to work for Cullman County, provided no direct
reporting or supervisory/management relationship exists. That is, no employee is permitted to work within the
“chain of command” of a relative such that the other relative could influence one relative’s work
responsibilities, salary, or career progress.
No relatives are permitted to work in the same department or in any other positions in which the Commission
believes an inherent conflict of interest may exist.
Employees who marry while employed are treated in accordance with these guidelines. That is, if, in the
opinion of the Commission, a conflict or an apparent conflict arises as a result of the marriage, one of the
employees will be transferred at the earliest practicable time.
In addition, Cullman County Commission recognizes that at times, employees and their, domestic partners, or
“significant others” also could be in supervisor-subordinate relationships which create an actual or perceived
conflict of interest. In such circumstances, the Commission will treat these employees as “relatives” for
purposes of enforcing this policy.
It is the goal of Cullman County to avoid creating or maintaining circumstances in which the appearance of possibility
of favoritism, conflicts, or management disruptions exist. The County will allow existing personal/working
relationships to be maintained, thereby creating a “grandfather clause” for those employed as of the date of adoption,
under the following circumstances:
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That the relationship will not create an adverse impact on work productivity or performance; and
That the relationship will not create actual conflict-of-interest.
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It is the responsibility of every employee to identify to the County Personnel Department any potential or existing
personal relationship which falls under the definitions provided. Employees who fail to disclose personal relationships
covered by this section will be subject to disciplinary action up to and including the termination of employment.
VI-F. Reporting Arrests
Any employee of the County who has been arrested for any reason must report the arrest and surrounding circumstances
to his or her immediate supervisor within one (1) day of returning to work. Failure to comply with this policy may
result in disciplinary action. Supervisors are required to forward the information to the Appointing Authority, Appointed
Department Head and HR Specialist.
VII. Safety and Health
VII-A. Introduction
Safety and health within Cullman County must be a part of every operation. Without question, it is every employee’s
responsibility at all levels.
Cullman County will maintain a safety and health program conforming to the best practices of organizations of this
type. To be successful, such a program must embody the proper attitudes toward injury and illness prevention on the
part of supervisors and employees. It also requires cooperation in all safety and health matters, not only between
supervisors and employees, but also between employees and their co-workers. Only through such a cooperative effort
can an effective safety and health program be established and preserved.
The safety and health of every employee is a high priority. Cullman County Commission accepts responsibility for
providing a safe working environment and employees are expected to take responsibility for performing work in
accordance with safe standards and practices. Safety and health will only be achieved through team work. Everyone
must join together in promoting safety and health and taking every reasonable measure to assure safe working conditions
within the County.
Most people think of a loss or injury as strictly a liability. However, when investigated properly, the knowledge obtained
and utilized effectively can be turned into an asset. These investigations can:
 Aid in the elimination of service breakdowns;
 Assist in improving methods and conditions;
 Be used to identify training needs;
 Demonstrate management’s concern for safety; and
 Add to the supervisor’s accumulated knowledge of his or her operation and management responsibilities.
VII-B. Responsibilities
1. Management Responsibilities – The County Commission, Appointing Authority and Appointed Department
Heads are responsible for the following:
a. Setting the safety and health policies and procedures;
b. Ensuring that sufficient, trained personnel are assigned to direct the safety and health program;
c. Assigning and communicating safety and health responsibilities to managers and supervisors;
d. Providing adequate authority and resources necessary for implementation of policies and procedures;
e. Assigning accountability to managers, supervisors and employees so that safety and health
performance is evaluated as other aspects of job performance are evaluated;
f. Assuring the work processes and safety and health protection are completely integrated so that safety
and health are part of the daily work activity within the County;
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g.
h.
Periodic reviews of the safety and health program and related policies, procedures and practices, to
ensure that they remain relevant and effective in participating and meeting the stated goal and
objectives; and
Participating in safety and health program activities on a regular basis.
2.
Safety Departmental Responsibilities include the following:
a. Coordination and directing all activities related to the implementation of the safety and health
program;
b. Developing, documenting and maintaining all safety related programs, policies and procedures as
needed;
c. Conducting comprehensive worksite inspections on a regular basis for purpose of identifying unsafe
conditions and unsafe acts. Imminent danger items identified through inspections will be corrected
immediately, with other items being submitted to the County Commission office as needed;
d. Developing and implementing safety and health awareness and communication programs;
e. Participating in and reviewing accident/incident investigations for correctness of informational and
casual factors and for making recommendations relative to corrective actions necessary to prevent a
recurrence;
f. Conducting on-going evaluations of the safety and health program and instituting changes as needed
to ensure that the program remains relevant and effective;
g. Assist with the indoctrination of new employees as needed, relative to general safety and health rules,
policies, programs and procedures and advising of the personal protective equipment necessary to do
his or her jobs; and
h. Staying abreast on new developments and certifications in the field of safety and health rules and
accident prevention so that he or she can be an effective resource for everyone connected to the
program.
3.
Supervisor Responsibilities include the following:
a. Conducting safety training/meetings in his or her department on a regular basis;
b. In coordination with the Safety Director, conducting informal, continuous and on-going inspections
in his or her departments, as well as more formal comprehensive safety and health inspections on a
regular basis, for the purpose of identifying unsafe conditions and unsafe acts;
c. Training new or transferred employees in safety and health issues relative to his or her department
and to the specific job assignment;
d. Consistent enforcement of all safety and health rules, policies, practices and procedures; and
e. Encouraging all employees to use the personal protective equipment needed to be able to safely do
his or her job.
4.
Employee responsibilities include the following:
a. Complying with all established safety and health rules, policies, practices and procedures and being
active in his or her own safety and health protection;
b. Promptly reporting all work-related injuries and illnesses, regardless of severity and near-miss
accidents to the supervisor so that treatment can be rendered and investigations can be conducted;
c. Promptly reporting any unsafe conditions, unsafe equipment or unsafe acts to supervision
immediately;
d. Proactively submit suggestions to management to improve safety and health;
e. Wearing and maintaining is good condition all personal protective equipment required for his or her
job;
f. Attending safety meetings and educational programs as directed by management; and
g. Submitting to random drug and alcohol testing in accordance with County policies and procedures.
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VII-C. Loss and Safety Investigation
All investigations will start with the immediate supervisor. It is his or her system that broke down. Also, he or she is
usually the person who management expects will initiate the corrective action to solve the existing problem. Others
may be involved in the investigation and corrective action due to the nature of the low. The investigator’s attitude
should be one of positive fact-finding, not blame fixing. The positive attitude will assist in enlisting meaningful
contributions from witnesses, positive corrective action and follow-up to make sure the problem was eliminated.
The investigation should take place immediately after the loss and a copy of the report turned in to the Safety Director
by the supervisor within twenty-four (24) hours of the accident or incident (must turn in at a minimum, the completed
Employee Incident/Injury Report and the Supervisor Incident/Injury Report). Prompt investigation will help ensure that
physical conditions remain unchanged and employees involved are still available. The facts will still be fresh in the
participant’s mind, and witnesses will still remember what, how and when it occurred. Whenever the cause is an unsafe
condition, a copy of a completed work order will be attached. If the cause was an unsafe act, written corrective action
will be attached as warranted.
The “Supervisor Incident/Injury Report” must be filled out by the employee’s supervisor and not the injured
employee who was involved in the accident.
VII-D. Workers Compensation
All employees are protected under the State of Alabama’s Workers Compensation Law for injuries and occupational
diseases that result “out of and in the course of employment”. This includes injuries that take place when the employee
is performing tasks he or she was hired to perform at times and in places where he or she was hired to work.
For all life threatening injuries or illnesses, please notify 911.
If an employee experiences an on-the-job, non-life threatening injury or illness, he or she is required to:
1. Report the incident to his or her immediate supervisor immediately;
2.
Complete the Employee Incident/Injury Report immediately;
3.
Provide information to the supervisor so that the supervisor can complete the Supervisor Incident/Injury Report
within twenty-four (24) hours from the time of the incident. The supervisor will then send it to the Safety
Director;
4.
All initial medical visits are made at the following clinics:
a. Dr. James V. Thomas located at 1908 Cherokee Avenue, SW, Cullman, Alabama 35055. Follow up
visits will be scheduled by the office of Dr. James V. Thomas as needed; and
5.
In the event Dr. James V. Thomas’ office is closed, after hours non-life threatening medical treatment may be
sought at the following locations as deemed necessary by Management:
a. Cullman Regional Medical Center (CRMC), HWY 157, in Cullman, Alabama.
All related follow up visits for treatment rendered at CRMC must be made at the Industrial Medical
Center. At no time will a referral to the employee’s personal physician be made by the
emergency room doctor in regards to workers compensation cases.
6.
Every employee injured on the job is required to:
a. Keep all scheduled appointments with physicians/therapists as scheduled;
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b.
c.
d.
Be aware that Cullman County has a Temporary Transitional Duty program for all employees. For
more information on this program, please refer to the Cullman County Temporary Transitional Duty
Policy;
Notify his or her supervisor immediately if the physician advises the employee not to return to work,
to work with restrictions and when he or she releases you to full duty; and
Give the supervisor a copy of the Return to Work and/or Work Restriction Form(s) received from the
physician. A copy must be given to the Safety Director so that it may be retained in the employee’s
workers compensation file.
7.
If an employee requires emergency medical treatment for “life threatening” injuries, he or she should use the
emergency room at any hospital. Only one (1) visit to the emergency room will be covered by workers
compensation per each work related incident. Notification to the Safety Director must be made immediately.
8.
If there is a follow-up appointment required after the initial visit to the emergency room, then the follow-up
visit MUST be scheduled at the office of Dr. James V. Thomas. The employee’s workers compensation case
manager will assist the Safety Director in scheduling this appointment for the employee. The employee is not
authorized to return to the emergency room for follow-up treatment (i.e., removal of stitches, change of injury
dressings, etc.).
Only one visit to the emergency room will be covered by workers compensation. All followup appointments must be seen at the office of Dr. James V. Thomas.
At no time should an employee go to their personal pharmacy or put workers
compensation prescriptions on their personal insurance.
9.
If the employee’s authorized treating physician releases the employee to return to work with specific temporary
restrictions (i.e., transitional duty) and Cullman County can provide a job within the recommended restrictions,
he or she must return to work and attempt the transitional duty. Transitional duty is offered at the will of the
County and is only offered on a temporary basis.
You must return to work and attempt transitional (light) duty if authorized by your treating
physician. Failure to report for light duty may result in termination of disability benefits.
10. The employee’s authorized physician determines what transitional duty work is appropriate. If clarification of
transitional duty restrictions is needed, the Safety Director should be contacted. Failure to report for the
assigned transitional duty work as authorized may result in the employee having to use his or her sick or annual
leave time to cover the employee’s absence. An employee may qualify for benefits if Cullman County cannot
provide a job within the restrictions given by the authorized physician.
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11. Medical bills and temporary benefits will not be paid until the Safety Director has received the appropriate
forms from the employee and his or her supervisor.
12. After the employee’s claim has been received by the Safety Director, it will be submitted to a workers
compensation case manager, to determine whether it is approved. The employee will be notified if a problem
arises in the process of making that decision.
If a workers compensation claim is rejected as a workers compensation injury, it may be applied to the
employee’s medical insurance.
The goal is to process workers compensation claims as quickly and as fairly as possible while providing the
employee with the best medical care possible. The length of time required for approval will vary for each
claim.
13. All employees involved in a Workers Compensation Injury or a Liability Property Damage incident will be
required to receive a Post-Accident Drug Screen immediately after the reported incident.
14. Official medical records in regards to Workers Compensation and Drug Screen Testing should only be
maintained in the Personnel and/or Safety Department. At no time should any medical information (personal
protected health information) be retained at any other location other than the Personnel Department, unless
written consent has been otherwise given.
VII-E. Workers Compensation Payments
The employee will be paid a full day’s pay for the day of the injury. The following three (3) days can be charged to
sick leave, annual leave or leave without pay. These “following three (3)” days will be reimbursed under the workers
compensation benefits after the employee remains off work for a period of twenty-one (21) calendar days.
The only check an employee who has filed for workers compensation benefits will receive is a check received from the
workers compensation insurance carrier for Cullman County.
While on workers compensation leave, the employee shall be placed in a leave without pay status. The employee will
not accumulate annual or sick leave while on workers compensation leave.
There is no coordination of accrued leave with worker’s compensation. When an employee is off work due to a jobrelated illness or injury, his or her worker’s compensation payments may not be coordinated and supplemented with any
compensatory, sick or annual leave time an employee may have accrued.
All individual health insurance premiums paid by Cullman County for an employee will remain in force and continue
to be paid by the County. All employees are required to continue to pay his or her portion of the health insurance
premiums.
If, while on workers compensation leave, the employee wishes to continue insurance coverage or other items that are
customarily deducted from his or her paycheck, the employee must contact the Personnel Department for payment
procedures. If payments are not submitted in a timely manner, coverages are subject to cancellation.
An employee (who has depleted his or her sick, annual leave and FMLA) out on workers compensation leave, who has
reached “Maximum Medical Improvement (MMI)”, shall be terminated, if he or she does not return to work.
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VII-F. Transitional Duty
The Temporary Transitional Duty Policy is intended to support injured and ill employees who have temporary
restrictions due to work related injuries and are expected to return to his or her regular assignments following recovery.
This policy and procedure does not cover employees with permanent restrictions and is offered at the will of the Cullman
County Commission and may be terminated at any time. Each case presented for possible Temporary Transitional Duty
will be evaluated on case by case basis by the HR Specialist, Safety Director, Appointing Authority and respective
Appointed Department Head.
1. Eligible Personnel.
The guidelines for eligible personnel are as follows:
a. Any probationary or permanent employee of Cullman County;
b. A physician’s note detailing the employee’s temporary work restrictions is required to be eligible for
a Temporary Transitional Duty Assignment;
c. Work restrictions are defined as physician specified work activities that are limited due to an
occupational illness or injury, regardless of whether the employee has lost time from work or not (e.g.
limited hours, limited functions, need for equipment, etc.);
d. The employee must provide his or her supervisor a physician’s note identifying temporary work
restrictions or time off, within one (1) business day of the employee’s receipt of the note;
e. The supervisor is then responsible to notify his or her relevant Appointing Authority or Appointed
Department Head of the request for Temporary Transitional Duty, and;
f. The relevant Appointing Authority or Appointed Department Head is responsible for seeking approval
from the Safety Director and HR Specialist in order to authorize Temporary Transitional Duty.
2.
Non-Eligible Personnel.
The following are personnel who are ineligible:
a. Contractors, volunteers, inmates, interns or temporary employees;
b. Employees who have a common, contagious illness (e.g. cough, cold or flu) or an injury that has no
impact on the ability to perform his or her regular job duties (e.g. an employee who works sitting at a
desk and has a sprained ankle);
c. Employees on non-medical leave (e.g. military, bonding, etc.); or
d. Employees who have permanent restrictions that do not fall within the normal scope of his or her job
activities.
e. Employees who have any non-work related illness or injury.
3.
Identify Potential Eligible Employees.
The guidelines used to identify potential eligible employees are as follows:
a. The department supervisor shall identify an employee who has been, or will be, off work due to an
occupational injury or illness;
b. The employee shall self-identify by providing temporary work restrictions to his or her department
supervisor;
c. Clarifications of restrictions may be needed, and;
d. The relevant Appointing Authority or Appointed Department Head, HR Specialist and the Safety
Director shall review medical records to identify potentially eligible employees. This determination
will be made on a case-by-case basis, while considering the best interest of the employee and Cullman
County during the evaluation.
4.
Assess Work Restrictions and Develop Assignment.
The department head should make every effort within 24 hours or as early as possible, to do the following:
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a.
b.
c.
Provide a Temporary Transitional Duty Assignment, if feasible, for all work related injuries. The
department director must email the proposed Temporary Transitional Duty Assignment and its
duration to the HR Specialist and the Safety Director;
Request assistance in the development of the Temporary Transitional Duty Assignment Assistance
from the HR Specialist and the Safety Director may include clarification from the medical provider,
a need for equipment beyond internal resource availability, assessment of possible alternative job
duties or special projects or an assessment of the appropriateness of the modification; and
Notify the HR Specialist and the Safety Director if at any time the department is unable to provide a
Temporary Transitional Duty assignment.
5.
Communication of Assignment to Employee.
The department will discuss the Temporary Transitional Duty Assignment with the employee. Assignments
are determined based upon the employee’s temporary work restrictions, skills, the duration of time required
for the assignment and the needs of the department. The employee will act in accordance with the duties
assigned in a Temporary Transitional Duty assignment. The refusal to do so may result in the loss of workers
compensation wage replacement benefits, in accordance with state law or long-term disability benefits.
6.
Completion of Temporary Transitional Duty Letter.
The relevant Appointed Department is responsible for the following:
a.
b.
c.
d.
e.
7.
Completing the Letter of Temporary Transitional Duty Assignment (TTD) along with the HR
Specialist and Safety Director;
Sending a copy of the TTD Letter to the immediate supervisor, the HR Specialist and to the Safety
Director;
Making certain that the employee begins his or her work in that assignment once the TTD letter is
completed;
Meeting with the Safety Director for a discussion of the Temporary Transitional Duty Assignment;
and
Meeting with the employee for a discussion of the Temporary Transitional Duty Assignment.
Work Restrictions and Assignment Modification.
The relevant department head is responsible for:
a. Monitoring the assignment and the employee for compliance;
b. Re-assessing the assignment upon any change of temporary work restrictions or as the needs of the
department change. This will also require a new TTD Letter.
The employee is responsible for providing within one (1) business day, any medical documentation detailing
the revised temporary work restrictions to the department designee, if the temporary work restrictions change
at any time during the current assignment.
8.
Duration of Assignment.
a. The duration of the Temporary Transitional Duty Assignment for occupational illnesses or injuries
will be up to ninety (90) days, as the needs of the department allow;
b. For any change in duration or temporary work restrictions, the department must complete a new Letter
of Temporary Transitional Duty Assignment; and
c. The duration shall not exceed ninety (90) days from the original date of the Temporary Transitional
Duty Assignment, without approval from the relevant Appointed Department Head, HR Specialist
and the Safety Director.
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9.
Extension of Assignment.
Consideration for extensions may be considered for occupational illness or injury. An extension beyond ninety
(90) days may be granted with approval from the relevant Appointing Authority or Appointed Department
Head, HR Specialist and the Safety Director. In no event shall Temporary Transitional Duty Assignments
exceed one hundred and eighty (180) days for an occupational illness or injury.
10. Extension Requirements.
In order for an extension to be considered, the following requirements must be made:
a. The department and the employee both request as extension;
b. The employee has made progress in transitioning back to the regular assignment during his or her
ninety (90) day Temporary Transitional Duty Assignment; and
c. The extension is for a specific, short period of time due to the employee’s medical physician indicating
that the employee is progressing as expected toward returning to work in his or her regular assignment.
11. Transitional Duty Assignment Termination.
The Temporary Transitional Duty Assignment will terminate at any time, if the needs of the department change
or when a department determines that the employee is not acting in accordance with the stated restrictions or
is unable to perform the duties as assigned within the stated restrictions.
The Temporary Transitional Duty Assignment will terminate at any time, if the physician:
a. Releases the employee to full duty without restrictions;
b. Removes the employee from work; or
c. Indicates the employee has permanent restrictions.
Where restrictions are permanent, Appointing Authority and Appointed Department Heads should refer to the
HR Specialist and the Safety Director for additional guidance and directives.
The Temporary Transitional Duty Assignment automatically terminates at the end of the approved assignment,
unless an extension has been requested and approved per the policy. If the department is terminating the
Temporary Transitional Duty Assignment prior to the agreed upon end date, the Appointing Authority and
Appointed Department Head shall give the employee as much notice as possible. Early agreement termination
must be approved by the relevant Appointing Authority and Department Head, HR Specialist and the Safety
Director.
12. Dispute Resolution.
In the case of disputes regarding the denial of a Temporary Transitional Duty Assignment or the denial of an
extension of a Temporary Transitional Duty Assignment, the employee or department may follow the grievance
procedure as shown in section I.B Equal Employment Opportunity/Employment Grievance Procedures.
VII-G. General Safety and Health Rules
The Cullman County Commission makes every effort to provide a work place free of recognized hazards. The Cullman
County Commission, therefore, reserves the right to amend, modify or rescind any provisions contained herein. These
general rules are for guidance. Employees must be familiarized with every rule set forth herein.
Because of the variation in the work in the county departments, it is impossible to include in this handbook all the rules
governing safety of operations. Rules that apply to specific operations or departments will be brought to the employee’s
attention by his or her supervisor. The following are examples of such rules but are not all-inclusive.
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VII-H. Safety Rules
1. Only approved safety equipment will be used in the performance of an employee’s official duties. Safety
glasses/goggles, steel-toed safety boots, earplugs and hard hats are required to be worn in certain areas as a
condition of employment. All steel-toed boots shall be sturdy work boots only. The adequacy or type of
protection required must be commensurate with the potential hazard of each job assignment. This will be
determined by the hazard assessment that will be conducted for the specific job title.
2. A face shield or safety glasses are required when employees are using a grinder, weed eater, lawnmower,
trimmer, chainsaw, mulcher, chipper, etc., or when performing other operations where sparks or small pieces
of debris can become airborne.
3. Any employee welding must use a welding shield. Any employee using a torch must wear the appropriate
shaded lens or shield.
4. Never operate any piece of equipment, machine, crane, tractor, forklift, etc. unless trained and instructed to do
so.
5. Never operate a machine unless all guards are in place. If a guard is missing or in need of repair, it is the
employee’s responsibility to notify his or supervisor immediately.
6. Report unsafe acts and unsafe conditions to the department supervisor immediately.
7. Be sure the machine has stopped running before it is cleaned or adjusted. Follow the guidelines set forth by
OSHA for de-energizing equipment.
8. Always wear leather chaps when operating a chainsaw.
9. Long pants/trousers are required to be worn when operating weed eaters, trimmers, saws, lawnmowers, etc., in
order to help reduce the number of injuries associated with the operation of such equipment.
10. At no time should any part of the body be placed in a potential area that may result in contact with moving
machinery.
11. At no time is an employee permitted to climb on, walk on, stand on or jump over machinery or other equipment
in contravention or violation of the safety and/or operations manual for the machinery or equipment.
12. At no time should an employee use defective tools or equipment. Always inspect any tool or piece of
equipment about to be used. If a tool or piece of equipment is defective, it is the employee’s responsibility to
notify his or her supervisor immediately. Always use the proper tool for the job. Do not use tools with
mushroomed heads. All files must have handles.
13. Only authorized employees are permitted to service or maintain electrical equipment.
14. All aisles, walkways, gates, etc., must be kept clear of debris at all times.
15. Never turn compressed air on yourself or anyone else. Do not clean your person or clothing with compressed
air. As little as four pounds of air pressure can rupture an eyeball or an eardrum. Employees must always
wear a face shield when using compressed air.
16. Lift the right way to avoid strain. Bend at the knees, keep the body erect and then push upward with the legs.
Never lift any item that is too heavy. Get help.
17. Employees are prohibited from riding on the forklifts, cables, slings or any other part of any machine or crane.
Only authorized personnel are permitted to operate forklifts and other powered industrial trucks. The operator
is the only person authorized to ride on a forklift or powered industrial truck.
18. Any employee who is in a man lift or basket of any kind must properly wear a safety harness and lanyard while
in the basket or man lift.
19. Never walk or stand under a suspended load.
20. Do not use lifting slings, hooks or chains without inspecting them first. If faulty, do not use them. Employees
must contact their supervisor for proper inspection procedures or to report faulty equipment. Do not use
“homemade” slings, hooks, or other lighting devices for any load bearing purpose. Slings and chains should
have a manufacturer tag or label on them, which tells the date the item was made and its rated load capacity.
Homemade lifting devices such as hooks and slings are not to be used.
21. Never use a makeshift or defective scaffold.
22. Gloves must be worn when working on jobs that present hand hazards.
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23. All employees who are working from an elevated platform of any kind over six (6) feet high without the proper
guardrails installed are required to properly wear fall protection equipment.
24. Only authorized employees are allowed to enter a confined space at any time.
25. Each employee working in or on a piece of equipment that is required to be locked out must attach his or her
own individual lock out device to the machinery or equipment.
VII-I. Health Rules
1. In case of injury, no matter how slight, immediately report it to the department supervisor.
2. Keep the workplace clean. Put all rags, trash, cups and waste in containers provided for that purpose.
3. All personnel who are required to wear a respirator must successfully pass a PFT (Pulmonary Function Test).
4. All personnel who wear a respirator or dust mask are required to be clean-shaven at the time that the respirator
or dust mask is used.
5. Use extreme care in handling all chemicals.
6. If you work in oil or toxic combustibles, be particular about washing and scrubbing your hands.
VII-J. Fire and Environmental Rules
1. Report any fire or emergency immediately to the department supervisor.
2. All employees are to be familiar with emergency exits, emergency evacuation meeting areas and firefighting
equipment such as fire extinguishers. Fire extinguishers are located throughout County buildings. These
extinguishers have instructions on how to operate the extinguisher and for what type of fire they are designed
to be used.
3. Never block an exit or firefighting equipment.
4. All flammable liquids must be maintained in approved containers. All bulk flammable material must be stored
in a flammable storage locker or equivalent.
5. All containers must be labeled as to its contents.
6. Rags saturated with flammables must be kept in approved safety containers.
7. Never pour oil, flammable liquids or other unauthorized chemicals into any sewer or drain.
8. Smoking is prohibited in restricted areas.
9. Employees should strive to protect the environment, minimize waste, meet all established environmental goals
and objectives and strive for continuous improvement.
10. In the event of a chemical or oil spill, please notify the department supervisor immediately.
Violation of any safety, health, fire or environmental rule may result in appropriate corrective action that may
vary from a verbal warning to termination of employment, depending on the seriousness of the violation.
VII-K. Severe Weather / Tornado Safety Procedures
Tornadoes are nature’s most violent storms. Spawned from powerful thunderstorms, tornadoes can cause fatalities and
devastate a neighborhood in seconds. Cullman County Commission employees are urged to take any and all threats of
severe weather, especially tornado threats, seriously and to familiarize yourself with emergency procedures related to
these threats.
1. In case of an imminent weather event, listen to NOAA Weather Radio or to commercial radio or television
newscasts for the latest information. In any emergency, always listen to the instructions given by local
emergency management officials;
2.
Be alert to changing weather conditions. Look for approaching storms;
3.
Familiarize yourself with these terms to help identify a tornado hazard:
a. Tornado Watch – Tornadoes are possible. Remain alert for approaching storms. Watch the sky and
stay tuned to NOAA Weather Radio, commercial radio or television for information;
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b.
Tornado Warning – A tornado has been sighted or indicated by radar. Take shelter immediately.
4.
If Cullman County is under a tornado warning and your workplace is determined to be in the path of the
tornado, seek shelter immediately! Each County facility should designate a pre-determined area to be used by
employees during a tornado event. Most injuries associated with high winds are from flying debris, so
remember to protect your head;
5.
If you are in a structure:
a. Go to a pre-designated area such as a safe room, basement, storm shelter, or the lowest building level.
If there is no basement, go to the center of a small interior room on the lowest level (closet, storage
room, interior hallway) away from corners, windows, doors and outside walls. Put as many walls as
possible between you and the outside. Get under a sturdy table and use your arms to protect your
head and neck;
b. In a high-rise building, go to a small interior room or hallway on the lowest floor possible;
c. Do not open windows.
6.
If you are in a manufactured home or office:
a. Get out immediately and go to a pre-identified location such as the lowest floor of a sturdy, nearby
building or a storm shelter. Mobile homes, even if tied down, offer little protection from tornadoes.
7.
If you are outside with no shelter: If you are not in a sturdy building, there is no single research-based
recommendation for what last-resort action to take because many factors can affect your decision. Possible
actions include:
a. Immediately get into a vehicle, buckle your seat belt and try to drive to the closest sturdy shelter. If
your vehicle is hit by flying debris while you are driving, pull over and park;
b. Take cover is a stationary vehicle. Put the seat belt on and cover your head with your arms and a
blanket, coat or other cushion if possible;
c. Lie in an area noticeably lower than the level of the roadway and cover your head with your arms and
a blanket, coat or other cushion if possible;
d. Do not get under an overpass or bridge. You are safer in a low, flat location;
e. Never try to outrun a tornado in urban or congested areas in a car or truck. Instead, leave the vehicle
immediately for safe shelter;
f. Watch out for flying debris. Flying debris from tornadoes causes most fatalities and injuries.
The procedures listed in this section is provided by on-line information from the Ready.gov website.
VII-L. Bomb Threat Procedures
Most bomb threats to government building or facilities are received by phone. Bomb threats are serious until proven
otherwise. County employees should act quickly, but remain calm and obtain as much information as possible from the
caller.
1. If a bomb threat is received by phone :
a. Remain calm. Keep the caller on the line for as long as possible. DO NOT HANG UP, even if the
caller does;
b. Listen carefully. Be polite and show interest.
c. Try to keep the caller talking to learn more information.
d. If possible, write a note to a co-worker to call the authorities or, as soon as the caller hangs up,
immediately notify them yourself.
e. If your phone has a display, copy the number and/or letters on the window display.
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f.
g.
Complete the Bomb Threat Checklist immediately. Write down as much detail as you can remember.
Try to get exact words. This checklist is available from the Personnel Department and the Safety
Department.
Immediately upon termination of the call, do not hang up, but from a different phone contact local
law enforcement immediately (Emergency 911, Cullman County Sheriff’s Department at 256-7340342, Cullman City Police Department at 256-734-1434, Hanceville City Police Department at 256352-9811) with information and await instructions.
2.
If a bomb threat is received by handwritten note:
a. Call local law enforcement immediately and await instructions.
b. Handle note as minimally as possible.
3.
If a bomb threat is received by e-mail:
a. Call Local law enforcement immediately and await instructions.
b. Do not delete the message.
4.
Signs of a suspicious package:
a. No return address
b. Excessive postage
c. Stains
d. Strange odor
e. Strange sounds
f. Unexpected delivery
g. Poorly handwritten
h. Misspelled words
i. Incorrect titles
j. Foreign postage
k. Restrictive notes
5.
DO NOT:
a. Use two-way radios or cellular phone; radio signals have the potential to detonate a bomb.
b. Evacuate the building until police arrive and evaluate the threat.
c. Activate the fire alarm.
d. Touch or move a suspicious package.
The procedures in this section are provided by on-line information from the US Department of Homeland Security
website.
VII-M. Active Shooter Guidelines
1. Profile of an Active Shooter.
An Active Shooter is an individual actively engaged in killing or attempting to kill people in a confined and
populated area; in most cases, active shooters use firearms(s) and there is no pattern or method to their selection
of victims.
Active shooter situations are unpredictable and evolve quickly. Typically, the immediate deployment of law
enforcement is required to stop and mitigate harm to victims.
Because active shooter situations are often over within 10 to 15 minutes, before law enforcement arrives on
the scene, individuals must be prepared both mentally and physically to deal with an active shooter situation.
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2.
How to Respond When an Active Shooter in in Your Vicinity.
Quickly determine the most reasonable way to protect your own life. Remember that customers and visitors
are likely to follow the lead of employees and managers during an active shooter situation.
a. Evacuate - If there is an accessible escape path, attempt to evacuate the premises. Be sure to:
i. Have an escape route and plan in mind
ii. Evacuate regardless of whether others agree to follow
iii. Leave your belongings behind
iv. Help other escape, if possible
v. Prevent individuals from entering an area where an active shooter may be
vi. Keep your hands visible
vii. Follow the instructions of any police officers
viii. Do not attempt to move wounded people
ix. Call 911 when you are safe
b. Hide Out - If evacuation is not possible, find a place to hide where the active shooter is less likely to
find you. Your hiding place should:
i. Be out of the active shooter’s view
ii. Provide protection if shots are fired in your direction (i.e., an office with a closed and locked
door
iii. Not trap you or restrict your options for movement
iv. To prevent an active shooter from entering your hiding place, lock the door and blockade the
door with heavy furniture
v. If the active shooter is nearby:
1. Lock the door
2. Silence your cell phone and/or pager
3. Turn off any source of noise (i.e., radios, televisions)
4. Hide behind large items (i.e., cabinets, desks)
5. Remain quiet
vi. If evacuation and hiding are not possible:
1. Remain calm
2. Dial 911, if possible, to alert police to the active shooter’s location
3. If you cannot speak, leave the line open and allow the dispatcher to listen
c. Take Action Against the Active Shooter – As a last resort, and only when your life is in imminent
danger, attempt to disrupt and/or incapacitate the active shooter by:
i. Acting as aggressively as possible against him/her
ii. Throwing items and improvising weapons
iii. Yelling
iv. Committing to your actions
3.
How to Respond When Law Enforcement Arrives.
Law enforcement’s purpose is to stop the active shooter as soon as possible. Officers will proceed directly to
the area in which the last shots were heard.
a. Officers usually arrive in teams of four (4)
b. Officers may wear regular patrol uniforms or external bulletproof vests, Kevlar helmets, and other
tactical equipment
c. Officers may be armed with rifles, shotguns, handguns
d. Officers may use tasers, pepper spray or tear gas to control the situation
e. Officers may shout commands, and may push individuals to the ground for their safety
How to react when law enforcement arrives:
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Remain calm, follow officers’ instructions
Put down any items in your hands (i.e., bags, jackets)
Immediately raise hands and spread fingers
Keep hands visible at all times
Avoid making quick movements toward officers such as holding on to them for safety
Avoid pointing, screaming and/or yelling
Do not stop to ask officers for help or direction when evacuating, just proceed in the direction from
which officers are entering the premises
Information to provide to law enforcement or 911 operator:
m. Location of the active shooter
n. Number of shooters, if more than one
o. Physical description of shooter(s)
p. Number and type of weapons held by the shooter(s)
q. Number of potential victims at the location
f.
g.
h.
i.
j.
k.
l.
The first officers to arrive to the scene will not stop to help injured persons. Expect rescue teams comprised
of additional officers and emergency medical personnel to follow the initial officers. These rescue teams will
treat and remove any injured persons. They may also call upon able-bodied individuals to assist in removing
the wounded from the premises.
Once you have reached a safe location or a pre-determined assembly point, you will likely be held in that area
by law enforcement until the situation is under control, and all witnesses have been identified and questioned.
Do not leave until law enforcement authorities have instructed you to do so.
The guidelines listed in this section are provided by on-line information from the US Department of Homeland Security
website.
VII-N. Alcohol and Drugs – Drug Free Workplace Policy
The Cullman County Commission is committed to providing a safe working environment for all employees while
serving the citizens of Cullman County. The Cullman County Commission recognizes that any employee who
improperly uses intoxicating substances, including drugs and alcohol, poses a serious threat to his or her self, his or her
co-workers and to the public in general. Even small quantities of narcotics, abused prescription or over-the-counter
drugs or alcohol can impair judgment and reflexes. This impairment can have dire results, particularly for employees
operating vehicles of potentially dangerous equipment.
It is therefore the policy of the Cullman County Commission that all employees or any person performing any
kind of work for Cullman County Commission must report to work completely free from alcohol, illegal or
unauthorized drugs or any other substances that may have a mind-altering or intoxicating effect or otherwise
impair the employee’s judgment, reaction times or functioning.
The County also prohibits all employees from using, possessing, manufacturing distributing or making arrangements to
distribute alcohol, illegal or unauthorized drugs or any other intoxicating substances while at work or on or about any
county property.
In order to avoid creating safety problems and violating this policy, employees must inform his or her supervisor when
he or she is legitimately taking any medication, including prescription drugs or over-the-counter medications, which
affects his or her ability to work. Employees whose job performance may be affected by such medications may be
required to provide a fitness-for-duty certification before being allowed to resume their job duties.
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Any employees who violates this policy in any way shall be immediately removed from his or her job duties and shall
be subject to discipline, up to and including immediate termination.
No part of this policy shall be construed to create a contract of continued employment or to confer upon any employee
or applicant a property interest in his or her employment. The County maintains the right to change this policy at any
time without notice. To the extent that any portion or provision of this policy and procedure conflicts with any applicable
federal or state laws or regulation, such federal or state laws or regulations will be controlling.
The Cullman County Commission has designated the Safety Director as the Drug Program Coordinator. If you have
any questions or concerns regarding this policy or its application, please contact him or her at: (256) 737-7591 or (256)
531-7349.
Employees of the Cullman Area Rural Transportation System (CARTS) are subject to ALDOT Substance Abuse
Regulations, unless the County’s policies are more stringent, in which case the County’s policy would apply.
1. Definitions.
a. “Accident” means any on-the-job accident. “Accident” includes vehicular accidents as well as any
acts or omission causing an accident or injury to any person or damage to ant equipment or property
belonging to the County.
b. “Administrator” means the person or entity that implements drug testing on employees and applicants.
c. “Alcohol” means distilled or fermented beverage containing ethyl alcohol, including, but not limited
to, beer and wine.
d. “Chain of Custody” means procedures implemented by the Cullman County Commission for the
identification and integrity of each urine specimen. The Cullman County Commission requires the
person responsible for policy implementation to track the handling and storage of each urine specimen
from the point of specimen collection to final disposition of the specimen. These procedures include
an appropriate drug testing chain of custody form to be used from time of collection to receipt by the
testing laboratory. Chain of custody forms shall document the date and purpose of each time a
specimen is handled or transferred and shall identify every individual in the chain of custody.
e. “Collector” means a person who instructs and assists tested employees and applicants for eligible
positions at a collection site and who receives and makes an initial examination of the urine specimens.
The collector shall have successfully completed training to carry out this function or shall be a licensed
medical professional or technician who shall be provided instructions for collection under this
procedure and certifies completion as required herein. In any case, where a collection is observed or
monitored by non-medical personnel, the collector shall be a person of the same gender as the
employee or applicant.
f. “Collection Site” means a place designated by the Cullman County Commission where employees
present themselves for the purpose of providing a specimen of their urine to be analyzed for the
presence of specified controlled substances and alcohol. The site will possess necessary personnel,
materials, equipment facilities and supervision to provide for the collection, security temporary
storage and transportation or shipment of the samples to a laboratory.
g. “Controlled Substance” means and substance defined or classified as a controlled substance according
to federal or state law. Title II of the Comprehensive Drug Abuse Prevention Act of 1970 (Controlled
Substance Act), as it is amended from time to time, provides the basic standard. Controlled substances
include, but are not limited to, any and all forms of marijuana, stimulants or hallucinogens the sale,
purchase, transfer, use or possession of which are prohibited or restricted by law.
h. “County” means Cullman County.
i. “DOT Employee” is an employee who is subject to the rules and regulations of the United States
Department of Transportation regarding drug and alcohol testing because of the job duties that he or
she performs.
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“Drug Program Coordinator” is the person designated by the Cullman County Commission to ensure
compliance with this Policy, including but not limited to, ensuring that proper testing procedures are
followed, ensuring that the lab(s) used by the Cullman County Commission are properly certified and
ensuring that the Medical Review Officer is properly credentialed. The name and contract information
of the Drug Program Coordinator will be distributed to all employees.
k. “Employer Premises” includes all property owned, leased, used or under the control of Cullman
County Commission, including, but not limited to, the job site of any employee, structures, office
buildings, facilities, vehicles and equipment of transportation to and from those locations while in the
course and scope of County employment.
l. “Employee” means any and all employees of the Cullman County Commission.
m. “Illegal/Unauthorized Drug” means any drug (1) which is legally obtainable but has not been legally
obtained or, even if legally obtained, is not being used in accordance with instructions given either by
a physician or, if over-the-counter, on the drug’s label; or (2) all illegal drugs, including, but not
limited to, methamphetamine, marijuana, cocaine, etc.
n. “Intoxicating Substance” means any substance, whether legal or illegal, that may have an intoxicating
or mind-altering effect when ingested, snorted, smoked or otherwise introduced into the body.
Intoxicating substances include, but are not limited to, “bath salts”, nitrous oxide, glues, solvents or
herbs or other plants such as salvia.
o. “Legal Drug” means prescribed drugs and over-the-counter drugs which have been legally obtained
and are being used appropriately for their intended purpose in accordance with directions given either
on the label or by employee’s treating physician.
p. “Possession” means actual or constructive care, custody, control or immediate access.
q. “Under the Influence” means being unable to perform work in a safe and productive manner; being
in a physical or mental condition which creates a risk to the safety and well-being of the individual,
other employees or the public; and/or having any laboratory evidence of the presence of drugs,
alcohol, prohibited or controlled substance in the employee’s body.
r. “Medical Review Officer” (MRO) means a licensed physician (medical doctor) responsible for
receiving laboratory results generated by the county’s drug testing program. The MRO shall have
knowledge of substance abuse disorders and have appropriate medical training to interpret and
evaluate an individual’s confirmed positive test result, together with his or her medical history and
any other relevant biomedical information.
s. “Random Selection Process” is the process used to ensure that each employee holding a safetysensitive position has an equal chance of being drug-tested every time that random drug tests are
conducted. This process means that some employees may be tested multiple times in any given year.
t. “Reasonable Cause” means that the County believes the actions or appearance or conduct of an
employee on duty are indicative of the use of a controlled substance or alcohol.
u. “Safety-Sensitive Employees” are those persons who are subject to random drug and alcohol testing.
These employee include, but are not limited to, persons who inspect, service, repair or maintain a
vehicle or other heavy equipment, operate or load a vehicle or heavy equipment, use tools, including
both power and hand tools, that have the capacity to injure any person and those who are authorized
to carry weapons of any kind. An engaged in a safety-sensitive function at all times from the time
that an employee begins work or is required to be in readiness to work until the time he or she is
relieved from work and all responsibility for performing work.
j.
2.
Persons Subject to Testing.
The following employees have been designated by the Cullman County Commission to submit at any time to
be tested for illegal drug abuse and alcohol abuse:
a. All employees who hold positions or regularly perform duties that have been designated to be “safetysensitive” by the Cullman County Commission;
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b.
c.
3.
Any employee who, during the course of said employee’s employment, is involved in an accident
causing physical injury to any person or damage to any property; and
Any employee, regardless of whether he or she holds a safety-sensitive position, whose conduct,
behavior or physical symptoms establishes reasonable cause to believe that said employee is under
the influence of any drug and/or alcohol while performing his or her job duties or while being
physically present on the premises of the Cullman County Commission’s property during any activity
sponsored, supervised or in which the Cullman County Commission participates.
Types of Testing.
Pursuant to Cullman County Commission’s policy and procedures, employee will undergo testing as follows.
a. PRE-EMPLOYMENT TESTING: All employees applying for a position that has been designated as
safety-sensitive will be required to submit to a pre-employment drug and alcohol test before a final
offer of employment is extended. All pre-testing offers of employment to such persons are explicitly
conditioned on the employee successfully taking and passing the drug and alcohol test. Preemployment testing will also be done when an employee transfers from a non safety-sensitive position
to a safety-sensitive position;
b. RANDOM TESTING: All employees holding safety-sensitive positions will be subject to testing on
a random basis without advance notice to them;
c. REASONABLE CAUSE TESTING: Cullman County Commission may schedule a drug/alcohol test
when behavioral observations indicate to the employee’s supervisor that any employee may be
involved in illegal use of a controlled substance, use of alcohol or abuse of legal drugs. Before testing,
the employee’s supervisor shall either (1) contact another supervisor to observe the employee’s
behavior and to concur with the decision to test the employee or (2) review the employee’s behavior
with another supervisor to obtain concurrence with the decision to test the employee. The employee
shall be promptly escorted to the collection site for testing by the employee’s supervisor or designee;
d. Employees arrested or convicted for off-the-job use or possession of illegal or controlled substances
shall undergo testing to assist Cullman County Commission is determining fitness for duty. If the
employee tests positive, the Cullman County Commission shall discharge the employee.
e. POST ACCIDENT TESTING: All employees are required to report all injury of damage related
accidents and submit to a post-accident drug/alcohol test as set out in this policy. Each employee
whose performance either contributed to the accident or cannot be completely discounted as a
contributing factor to the accident shall be subject to testing. The employee’s supervisor or his
designee shall schedule the drug screening test immediately following a reportable incident or a
reportable accident, and;
f. RETURN-TO-DUTY TESTING: If an employee has violated the prohibited drug and alcohol rules,
he or she must take and pass a drug and alcohol test before returning to work. Further, any employee
who has violated the prohibited drug and alcohol rules is required to take a drug and/or alcohol test
before returning to safety-sensitive functions for any DOT regulated employer and is also subject to
unannounced follow-up testing at least six (6) times in the first twelve (12) months following a return
to active safety-sensitive service.
Any and all drug testing conducted by the Cullman County Commission will not be used to identify the
existence of any disability.
In the event there is reasonable suspicion of a violation of this policy, the Cullman County Commission also
reserves the right to search all property, cabinets, tool boxes, vehicles, including personal vehicles brought on
the Cullman County Commission’s property, under control of any employee or in the personal vehicle of any
employee and located on the Cullman County Commission’s property and used by said employee in commuting
to work or in that employee’s duty as an employee.
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4.
Safety-Sensitive Employees.
Employees are considered to be “safety-sensitive” when his or her job duties regularly require them to engage
in activities that have the potential to cause physical injury to themselves or others or to cause serious property
damage. Such activities include, but are not limited to:
a. Maintaining or repairing motor vehicles or heavy equipment, including, but not limited to, bulldozers,
tractors and riding mowers;
b. Maintaining or repairing tools that have the capacity to seriously injure the user or another person,
including, but not limited to, chainsaws or weed-eaters;
c. Regularly operate motor vehicles or heavy equipment as part of his or her job duties, including
equipment such as tractors or riding mowers for which licensure is not required by the State of
Alabama;
d. Regularly operate tools that have the capacity to seriously injure the user or another person;
e. Loading and unloading vehicles or heavy equipment;
f. Any activity related the safe operation of a mass transit system, including dispatching vehicles;
g. Carrying any weapon or object for the purpose of performing job duties that could reasonably be used
as a weapon, including, but not limited to, firearms, knives, machetes, blades, tasers or batons;
h. Answering emergency calls and/or directing the provision of emergency services; or
i. Providing emergency medical services.
A list of positions that have been designated as a safety-sensitive by Cullman County is available for view in
the Safety Department and the Personnel Department. Some safety-sensitive positions are specifically subject
to regulation by the Department of Transportation (DOT). An asterisk indicates these positions. An accredited
testing laboratory will maintain two (2) different random testing pools, including one (1) pool for persons
specifically subject to regulation by DOT and one (1) pool for all other safety-sensitive employees.
All employees are subject to drug and alcohol testing when there is reasonable cause to believe that they have
violated this policy and after any accident involving physical injury or serious property damage. However,
employees who have been designated as safety-sensitive are also subject to pre-employment testing and
random testing. Random drug tests can be performed any time a safety-sensitive employee is on duty. An
alcohol test can be performed when the safety-sensitive employee is performing a safety sensitive duty, just
before or just after the performance of a safety-sensitive duty.
In addition, employees occupying positions deemed to be “safety-sensitive” must promptly report any arrests,
charges or convictions for drug or alcohol related criminal offenses, including both misdemeanors and felonies,
to his or her supervisor, Elected Official or Appointed Department Head and the Safety Director. FAILURE
TO REPORT SUCH ARRESTS, CHARGES OR CONVICTIONS MAY BE GROUNDS FOR DISCIPLINE,
UP TO AND INCLUDING IMMEDIATE DISMISSAL.
5.
Necessity of Compliance with Testing Requirements.
All employees are subject to reasonable suspicion and post-accident testing as a condition of his or her
employment. In addition, all safety-sensitive employees will be subject to pre-employment and random urine
test and breath alcohol testing as a condition of employment.
Any employee who refuses to take a drug and/or alcohol test to which he or she is properly subject shall be
considered to have a verified positive test result. Any employee who has a verified positive test result,
including by refusal, shall be immediately removed from his or her duties and may be subject to immediate
termination. In addition, any employee subject to DOT regulations will receive educational and rehabilitative
information and a referral to a Substance Abuse Professional.
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Refusals can include a variety of behaviors, including the following:
a. Failure to appear for any test (except for pre-employment) within a reasonable time, as determined by
the Cullman County Commission;
b. Failure to remain at the testing site until the testing process is complete;
c. Failure to provide a urine specimen for any required drug test.
d. Failure to permit the observation or monitoring of the specimen collection when required to do so;
e. Failure to provide a sufficient amount of urine when directed without and adequate medical
explanation for this failure;
f. Failure to take a second test when directed to do so by the MRO or the Cullman County Commission;
g. Failure to undergo a medical examination when directed to do so by the MRO or the Cullman County
Commission;
h. Failure to cooperate with any part of the testing process (e.g., refuse to empty pockets when directed
by the collector, behave in a confrontational way that disrupts the collection process or fail to wash
hands after being directed to do so by the collector);
i. Failure to follow the observer’s instructions during an observed collection, including instructions to
raise clothing above the waist, lower clothing and underpants and to turn around to permit the observer
to determine if there is any type of prosthetic or other device that could be used to interfere with the
collection process;
j. Possess or wear a prosthetic or other devise that could be used to interfere with the collection process;
k. Admit to the collector or MRO that the specimen has been adulterated or substituted;
l. Leaving the scene of an accident without a valid reason before post-accident tests has been completed.
Failure to remain “readily available”.
6.
Off-Duty Conduct.
Off-the-job use of drugs, alcohol or any other prohibited substance which results in impaired work
performance, including, but not limited to, absenteeism, tardiness, poor work product or harm to the County’s
image, tasks or government is prohibited. Employees should realize that these regulations prohibit all illicit
drug use, or and off duty.
7.
Prescription Drugs.
The proper use of medication prescribed by a physician is not prohibited; however, the Cullman County
Commission prohibits the misuse of prescribed drugs and/or over-the-counter medications or other intoxicating
substances and requires all employees using drugs at the direction of a physician to notify the Cullman County
Commission’s Medical Review Officer and their Drug Program Coordinator, when these drugs may affect his
or her job performance, such as by causing drowsiness. Employees may not perform safety-sensitive functions
while using any controlled substances, unless the employee’s physician certifies that the substances will not
adversely affect the employee’s ability to perform his or her job.
8.
Pre-Employment.
All safety-sensitive applicants shall undergo urine drug testing prior to performing safety-sensitive duties. This
requirement also affects employees not in safety-sensitive positions who seek re-classification into a safetysensitive position. Receipt by the Cullman County Commission of a negative test result is required prior to
performing safety-sensitive duties in a covered position. A cancelled test result is not acceptable and must be
retaken. If the applicant has a positive pre-employment drug test, he or she cannot be hired for a safetysensitive position.
A negative result on a pre-employment test by a job applicant is valid for thirty (30) days. If a current covered
employee has not performed a safety-sensitive duty for ninety (90) days or longer and has been removed from
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the random pool, the employee must admit to a new pre-employment test and receive a negative result before
resuming safety-sensitive duties.
A MRO may report negative pre-employment test results for individuals who are unable to provide sufficient
volume due to permanent disability, but has a medical evaluation that indicates no chemical evidence of illegal
drug use.
All applicants for safety-sensitive positions will be notified in writing that they will be required to undergo
pre-employment/reclassification drug testing prior to his or her employment and that they will be subject to
drug and alcohol testing throughout the period of his or her employment. Applicants will acknowledge in
writing his or her understanding of these provisions for his or her application and employment. The Cullman
County Commission will retain on file the negative drug test results of all new hires.
In addition to undergoing pre-employment testing, applicants for a safety-sensitive position may be asked to
sign forms for release of information from any previous employer for whom the applicant performed safetysensitive functions. Failure to sign this form will result in not being hired. When a covered applicant has
previously failed a pre-employment drug test with a prior employer, the applicant must present proof of having
successfully completed a referral, evaluation and treatment plan.
9.
Reasonable Cause.
All employees (whether or not safety-sensitive) will be required to submit to screening whenever a supervisor
observes circumstances which provide reasonable cause to believe an employee has used a controlled substance
or has otherwise violated the substance abuse rules. Examples of circumstances that may establish reasonable
cause to warrant testing include supervisor observation, co-worker complaints, performance decline,
attendance or behavior changes, involvement in workplace or vehicular accident or other actions which indicate
a possible error in judgement or negligence or other violations of the drug or other Commission policy. Before
testing the employee, another supervisor shall be contacted to observe the employee’s behavior with another
supervisor either face-to-face or via telephone to obtain concurrence with the decision to test the employee.
The documentation of the employee’s conduct shall be prepared and signed by the witnesses within twentyfour (24) hours of the observed behavior or before the results of the test are released, whichever is earlier.
Upon the reasonable suspicion determination being made, the Cullman County Commission shall ensure that
the employee is transported immediately to a collection site for the collection of a urine sample. The employee
shall be counseled not to drive a vehicle and a supervisor shall provide transportation for the employee to the
collection site.
All persons designated to make a determination that reasonable suspicion exists to require an employee to
undergo testing under this provision shall receive at least sixty (60) minutes of training on both alcohol and
controlled substance use. The training shall cover the physical, behavioral, speech and performance indicators
of probable alcohol misuse and use of controlled substances.
Any employee refusing to submit to reasonable suspicion testing or any employee having a positive drug and/or
alcohol test will be terminated.
10. Random Testing.
The Cullman County Commission will conduct random unannounced screening of all designated employees
at unannounced times throughout the year. An accredited laboratory will maintain two (2) computerized
random testing pools including one DOT pool and one non-DOT pool. There will be no maximum number of
samples that any one individual will be required to provide during the testing schedule in either pool.
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Employees will be required to report to the designated collection site for testing as soon as possible, but
in no case later than two (2) hours following notification. Failure to report for drug/alcohol screening within
two (2) hours of notification will be treated as a positive test result.
11. Post-Accident Testing.
Employees are required to immediately notify the Drug Program Coordinator or designee of any accident
resulting in injury or damage to any County property or personnel.
Each employee whose performance either contributed to the accident or cannot be completely discounted as a
contributing factor to an accident shall provide a urine specimen to be tested for the use of controlled substances
and/or alcohol as soon as possible after the accident, but in no case later than eight (8) hours for alcohol testing
and thirty-two (32) hours for drug testing.
Employees will be required to undergo urine drug and breath alcohol testing if they are involved in an accident
that results in a fatality. A post-accident test will also be conducted in situations where there is no fatality but
the following occurs: (1) an individual requires immediate transport to a medical treatment facility as a result
of collision or non-collision; (2) any time one or more vehicles incur disabling damage that prevents any of the
vehicles from leaving the scene of the occurrence in his or her usual manner in daylight after simple repairs;
or (3) with respect to any occurrence in which a vehicle including a mass transit vehicle (rail car, trolley car,
bus or vessel) is removed from operation. In a non-fatal accident as previously described, post-accident testing
will be conducted, unless the operator’s performance (and any other covered employees whose performance
could have contributed to the accident) can be completely discounted as a contributing factor to the accident
as determined by the Cullman County Commission using the best information at the time of the decision. In
addition, drug screening and alcohol screening will be required for any driver receiving a citation for any
moving violation resulting from an accident.
After notification of any accident, the County will arrange for the employee to be taken as soon as practicable
to the collection site designated by the County. The supervisor or designee will schedule the employee and
assure that he or she is tested the same day as the reportable accident, if possible.
If an employee is injured, unconscious or otherwise unable to evidence consent to the drug test, all reasonable
steps must be taken to obtain a urine. A supervisor may elect not to test under these circumstances, but such a
decision must be made based upon information received as a result of an investigation of the accident. Nothing
in this document should be construed to require the delay of necessary medical attention for injured people
following an accident or prohibit a driver from leaving the scene of an accident for the period necessary to
obtain assistance in responding to the accident or to obtain necessary emergency medical care.
Any employee subject to post-accident testing must refrain from consuming alcohol or taking any controlled
substance for eight (8) hours following the accident or until he or she submits to an alcohol test, whichever
comes first. As stated above, the employee will be tested not to exceed eight (8) hours following an accident
for alcohol and not to exceed thirty-two (32) hours post-accident for drug testing. If there is a delay of greater
than two (2) hours for an alcohol test, a reason must be given in writing, retained in a file for possible later
referral and the employer must still attempt to administer an alcohol test for up to eight (8) hours following the
accident or until the employee undergoes a post-accident alcohol test.
An employee who is subject to post-accident testing must remain available and follow these guidelines or the
County may consider the employee to have refused to submit to testing.
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The Commission will discipline or terminate any employee who fails to report an accident or submit to
substance screening where required by law or this policy. The Drug Program Coordinator shall ensure that an
accident report is filed in compliance with Commission policy and applicable laws and regulations.
12. General Testing Procedures.
The Cullman County Commission will contract with a properly certified testing laboratory that will ensure that
all proper testing procedures are followed in accordance with this Policy and all applicable laws. The following
is a list of the general procedures that will be followed for all drug and alcohol testing, regardless of the reason
why the test is being performed:
a. All testing procedures, including collections, will be performed by certified technicians and/or
laboratories;
b. Upon arrival at the collection site, the employee must provide proof of identification. The employee
will be required to read and sign the controlled substance testing consent form provided by the County.
The collector shall witness the signature. Acceptable proof of identification shall be a current driver’s
license, with photo, other form of picture identification or identification by a County representative;
c. The employee shall complete a drug testing custody and control form;
d. The Drug Program Coordinator shall notify the employee directly of the results of any positive drug
test in order to give the employee an opportunity to challenge the findings. The County may, but shall
not be required to, reanalyze the employee’s original sample to clarify the findings;
e. Controlled substance testing must follow split sample procedures. Under this provision, an employee
whose urine sample has tested positive for a controlled substance has the option of having the other
portion of the split sample tested in another laboratory. The employee must notify the County within
seventy-two (72) hours after notification of a positive sample that he or she desires a retest under this
provision;
f. If a split sample test produces a negative result or if the second portion is not available, the test is
considered negative, and no sanctions will be imposed; and
g. All persons who receive information by the County regarding drug tests shall maintain this
information on a confidential basis.
Both the Cullman County Commission and the laboratory shall rely, when practical, on the guidance of the
Federal Department of Transportation’s procedures for transportation workplace drug testing programs.
13. Substances Tested For.
DOT employees will regularly be tested for:
 Marijuana (THC Metabolite);
 Cocaine;
 Amphetamines;
 Opiates (including heroin);
 Pheneyefidine (PCP); and
 Alcohol
Non-DOT employees may be tested for other substances without advance notice. DOT employees may also
be separately tested for other substances without advance notice by the County for safety purposes. Such tests
will be coordinated with the Drug Program Coordinator.
14. Collection Sites.
The Cullman County Commission will designate a collection site in a reasonably accessible location.
Page | 75
15. Collection Procedures.
Drug testing is conducted by analyzing an employee’s urine specimen. The analysis is performed at
laboratories certified and monitored by the Department of Health and Human Services (DHHS). The employee
provides a urine specimen in a location that affords privacy. The collector seals and labels the specimen,
completes a chain of custody document and prepares the specimen and accompanying paperwork for shipment
to a drug-testing laboratory. The specimen collection procedures and chain of custody ensures the specimen’s
security, proper identification and integrity is not compromised.
Split specimen procedures:
a. Each urine specimen is subdivided into two bottles labeled as a “primary” and a “split” specimen;
b. Both bottles are sent to a laboratory;
c. Only the “primary” specimen is opened and used for analysis;
d. The “split” specimen remains sealed and stored at the laboratory;
e. If the “primary” specimen confirms the presence of illegal, controlled substances, the employee has
seventy-two (72) hours to request in writing the “split” specimen to be sent to another DHHS certified
laboratory for analysis;
f. If it is positive for one (1) or more of the drugs, then a confirmation test is performed for each drug
using state-of-the-art gas chromatography/mass spectrometry (“GC/MS”) analysis; and
g. GC/MS conformation insures that over-the-counter medications and prescriptions are not reported as
positive results.
16. Direct Observation.
Observed collections are required in a number of situations for DOT employees. Any employee subject to a
drug test may also be required to undergo observed collection. The purpose of direct observation is to guard
against employee attempts to mask the testing process. Observed collections are required in the following
circumstances:
a. All return-to-duty tests;
b. All follow-up tests;
c. Anytime the employee is directed to provide another specimen, because the temperature of the original
specimen was out of the acceptable temperature range of 90 – 100 degrees Fahrenheit;
d. Anytime the employee is directed to provide another specimen because the original specimen appears
to have been tampered with;
e. Anytime a collector observes materials brought to the collection site or the employee’s conduct clearly
indicates an attempt to tamper with a specimen;
f. Anytime the employee is directed to provide another specimen, because the laboratory reported to the
MRO that the original specimen was invalid and the MRO determines that there is not an adequate
medical explanation for the result; or
g. Anytime the employee is directed to provide another specimen, because the MRO determined that the
original specimen was positive, adulterated or substituted, but had to be cancelled because the test of
the split sample could not be performed.
The employee who is being observed will be required to raise his or her shirt, blouse or dress/skirt as
appropriate, above the waist, lower clothing and underpants and turn around completely in the direction of the
observer in order to show that he or she is not wearing any prosthetic device.
When necessary, a Cullman County Commission representative or medical personnel may obtain a specimen
outside of a designated collection site (such as the emergency room following an accident investigation, etc.).
Page | 76
17. Alcohol Testing Procedures.
All employees are prohibited from possessing, drinking or being impaired or intoxicated by alcohol while at
work or on duty. In addition, safety-sensitive employees are prohibited from consuming any alcohol four
(4) hours prior to going on duty. A Blood Alcohol Content (BAC) of 0.04 will be accepted as presumptive
evidence of intoxication.
Any employee may be subject to alcohol testing either for reasonable suspicion or post-accident. Safetysensitive employees are also subject to random alcohol testing. Random testing will be conducted just before,
during or after the employee has performed a safety-sensitive function. Safety-sensitive employees with a
BAC of 0.02 will be immediately removed from the safety-sensitive duties for a period of at least twenty-four
(24) hours.
All alcohol tests will be conducted using evidentiary breath testing devices approved by the National Highway
Traffic Safety Administration by a properly trained person. Any result showing greater than a 0.02 BAC will
be repeated.
18. Evaluations and Return of Results.
The MRO will be responsible for reviewing the qualified test results of employees and confirming that the
individuals testing positive have used drugs in violation of policy. Prior to making a final decision, the MRO
shall give the individuals testing positive an opportunity to discuss the result either face-to-face or over the
telephone. If the test result is negative dilute, the MRO may decide that the employee must take another test.
If this second test results in a negative dilute result, the test will ordinarily be considered to be a negative and
no additional testing will be required unless the MRO so directs.
The MRO shall then promptly tell the Drug Program Coordinator which employees or applicants test positive.
19. Request for Re-Test.
An employee may submit a written request for a re-test of the original specimen within seventy-two (72) hours
of receipt of the final test results. Requests must be submitted in writing to the Drug Program Coordinator.
The employee may be required to pay the associated costs of re-test in advance but will be reimbursed if the
result of the re-test is negative.
20. Release of Test Results.
Except where otherwise specifically required by law, employee drug testing results and records are maintained
under strict confidentiality by the Cullman County Commission, the drug testing laboratory and the Medical
Review Officer. They cannot be released to others without the written consent of the employee. Exceptions
to this confidentiality are limited to DOT agencies when license or certification actions are required or to the
decision-maker in arbitration, litigation or administrative proceedings arising from a positive drug test.
However, all employees will be required to execute a consent/release for permitting the Cullman County
Commission to release test results and related information to the Department of Industrial Relations or other
relevant government agency. Applicants for safety-sensitive positions will also be required to execute a
consent/release form permitting the Cullman County Commission to review records of previous drug and
alcohol testing information.
21. Retention of Records.
All records will be maintained so as to preserve confidentiality and prevent unauthorized persons from
accessing, releasing or tampering with records. The following records will be maintained:
a. Records related to the collection process, including:
Page | 77
b.
c.
d.
e.
i. Collection of logbooks, if used;
ii. Documents relating to the random selection process;
iii. Documents generated in connection with decisions to administer reasonable suspicion drug
or alcohol tests;
iv. Documents generated in connection with decisions on post-accident drug and alcohol testing;
and
v. MRO documents verifying existence of a medical explanation of the inability of an employee
to provide adequate urine or breath sample.
Records related to test results:
i. The employer’s copy of the custody and control form;
ii. Documents related to the refusal of any employee to submit to a test; and
iii. Documents presented by an employee to dispute the result of a test.
Records related to referral and return-to-duty and follow-up testing, including records of any DOT
employee’s entry into and completion of the treatment program recommended by the substance abuse
professional.
Records related to employee training:
i. Training materials on drug use awareness and alcohol misuse, including a copy of the
employer’s policy on prohibited drug use and alcohol misuse;
ii. Names of employees attending training on prohibited drug use and alcohol misuse and the
dates and times of such training;
iii. Documentation of training provided to supervisors for the purpose of qualifying the
supervisors to make a determination concerning the need for drug and alcohol testing based
on reasonable suspicion; and
iv. Certification that any training conducted under this part complies with the requirements for
such training.
Copies of any annual MIS reports submitted to FTA.
The following records will be maintained for no less than five (5) years: records of verified positive drug or
alcohol test results, documentation for refusals to take required drug of alcohol tests, referrals to the substance
abuse professional and copies of annual MIS reports submitted to FTA.
The following records will be maintained for no less than two (2) years: records related to the collection
process and employee training.
The following records will be maintained for no less than one (1) year: records of negative drug or alcohol
test results, with the exception that all post-accident testing records will be maintained for at least three (3)
years after an accident.
22. Employee Education and Training.
The Cullman County Commission will provide written information in drug/alcohol use and treatment resources
to safety-sensitive employees. The Cullman County Commission will provide one (1) hour of training for
employees on the dangers of controlled substance use annually. All supervisors of safety-sensitive employees
must also attend one (1) hour of training on the signs and symptoms of drug abuse. The training is necessary
to assist supervisors in making appropriate determinations for reasonable suspicion testing.
23. Employment Assessment.
Any Safety-sensitive employee or applicant who tests positive for the presence of illegal drugs and/or alcohol
above the minimum thresholds set forth in 49 CFR Part 40, as amended or has refused to submit to a drug or
alcohol test (except in the case of an applicant) will be referred to a Substance Abuse Professional (SAP). A
Page | 78
SAP can be a licensed physician (Medical Doctor or Doctor of Osteopathy) or a licensed or certified
psychologist, social worker or employee assistance professional with knowledge of and clinical experience in
the diagnosis and treatment of drug and alcohol related disorders or an addiction counselor certified by the
National Association of Alcoholism and Drug Abuse Counselors Certification Commission. The SAP will
follow the protocols and meet the requirements defined in 49 CFR part 40. All employees and applicants will
be given contact information for a USDOT qualified SAP if they test positive.
24. Employee Assistance Program (EAP).
The County’s EAP shall include:
a. Education and training for employees regarding drugs and alcohol; and
b.
Education and training for supervisors regarding drugs and alcohol, including:
i. Effects and consequences of substance abuse use on personal health, safety and work;
ii. Manifestations and behavioral causes that may indicate substance use;
iii. Documentation of training provided; and
iv. A written statement on file and available at the Commission office outlining the EAP.
The Drug Program Coordinator or designee should be contacted for further guidance.
25. Investigation/Searches.
Where a supervisor has reasonable cause to suspect that an employee has violated the substance abuse policy,
he or she may inspect vehicles which an employee brings on the Commission’s property, lockers, work areas,
desks, purses, briefcases, tool boxes or other belongings and at locations where County related activities are
being conducted without prior notice in order to ensure a work environment free of prohibited substances. An
employee may be asked to be present and remove a personal lock. Where the employee is not present or refuses
to remove a personal lock, the Drug Program Coordinator will do so for him or her. The Commission may
release any illegal or controlled drugs or paraphernalia to appropriate law enforcement authorities.
All searches should be coordinated with the Drug Program Coordinator or designee.
26. System Contacts.
Any questions regarding this policy or any other aspect of the drug-free and alcohol-free program should
contact the following county representative:
Designated Cullman County Commission Representative/Program Manager:
Title:
Safety Director
Address: Cullman County Courthouse
500 Second Avenue SW, Room 111
Cullman, AL 35055
Phone:
Office #: (256) 737-7591
Fax #: (256) 737-7591
Cell #: (256) 531-7349
VII-O. Fleet Safety Policy
The purpose of this Vehicle Fleet Safety Policy is to ensure the safety of those individuals who drive County vehicles.
Vehicle accidents are costly to our county, but more importantly, they may result in injury to you or others. It is the
driver’s responsibility to operate the vehicle in a safe manner and to drive defensively to prevent injuries and property
damage. As such, the County endorses all applicable state motor vehicle regulations relating to driver responsibility.
Page | 79
The County expects each driver to drive in a safe and courteous manner pursuant to the following safety rules. The
attitude you take when behind the wheel is the single most important factor in driving safely.
Driver Eligibility
 County vehicles are to be driven by authorized employees only, except in emergencies, or in case of repair
testing by a mechanic. Spouses and other family members are not authorized to drive the County vehicle.
 Any employee who has a driver’s license revoked or suspended shall immediately notify his or her Supervisor,
and discontinue operation of the county vehicle. Failure to do so may result in disciplinary action, including
dismissal.
 All accidents, regardless of severity, must be reported to the police and to your Supervisor. Failing to stop
after an accident and/or failure to report an accident may result in disciplinary action, including dismissal.
 Drivers must immediately report all summons received for moving violations during the operation of a county
vehicle to your Supervisor.
 All CDL drivers must comply with all applicable DOT regulations, including successful completion of medical,
drug and alcohol evaluations.
 Motor Vehicle Records (MVR) will be ordered periodically to assess employees’ driving records. An
unfavorable record will result in loss of the privilege of driving a County vehicle.
The following system will be used to determine eligibility to operate a County vehicle:
 ALL TYPE ‘A’ VIOLATIONS (as defined below) WILL RESULT IN TERMINATION OF DRIVING
PRIVILEGES FOR EMPLOYEES AND WILL DISQUALITY ANY POTENTIAL DRIVER EMPLOYEES.
ANY DRIVERS (EMPLOYEES OR APPLICANTS) SHOWING ONE OF THE FOLLOWING WILL BE
RESTRICTED FROM DRIVING COUNTY VEHICLES:
 One (1) or more type ‘A’ Violations in the last three (3) years
 Three (3) or more accidents (regardless of fault) in the last three (3) years
 Three (3) or more type ‘B’ Violations in the last three (3) years
 Any combination of accidents and type “B’ Violations which equal four (4) or more in the last three (3) years.
Type ‘A’ Violations:
 Driving While Intoxicated
 Driving Under the Influence of Drugs
 Negligent Homicide Arising out of the use of a Motor Vehicle (Gross Negligence)
 Operating a Vehicle During a Period of Suspension or Revocation
 Using a Motor Vehicle for the Commission of a Felony
 Aggravated Assault with a Motor Vehicle
 Operating a Motor Vehicle without the Owners Authority (Grand Theft)
 Permitting an Unlicensed Person to Drive
 Reckless Driving
 Speed Contest (Racing)
 Hit and Run (Bodily Injury or Property Damage)
Type ‘B’ Violations:
 All Moving Violations not listed as type ‘A’ Violations
Driver Safety Rules
 The use of a county vehicle while under the influence of intoxicants and other drugs is forbidden and is
sufficient cause for discipline, including dismissal.
Page | 80






No driver shall operate a County vehicle when his or her ability to do so has been impaired by illness, fatigue,
injury, or prescription medication.
All drivers and passengers operating or riding in County vehicles must wear seat belts, even if air bags are
available.
No unauthorized personnel (e.g. hitch-hikers) are allowed to ride in County vehicles.
Drivers are responsible for the security of County vehicles assigned to them. The vehicle engine must be shut
off, ignition keys removed, and vehicle doors locked whenever the vehicle is left unattended. If the vehicle is
left with a parking attendant, only the ignition key is to be left.
Head lights shall be used ½ hour after sunset and ½ hour before sunrise, or during inclement weather or at any
time when a distance of 500 feet ahead of the vehicle cannot be seen clearly.
All other state laws, local laws, or DOT Motor Vehicle Carrier Safety Regulations must be obeyed.
VII-P. Seat Belt Policy
Cullman County recognizes that seat belts are extremely effective in preventing injuries and fatalities in motor vehicle
accidents.
Wearing your seat belt can reduce your risk of dying in a motor vehicle accident by up to 60%. We care about our
employees and want to make sure that no one is injured or killed in a tragedy that could have been prevented by the
simple use of a seat belt.
Therefore our County policy is that all employees must wear seat belts when operating any vehicle or equipment on
county business.
All employees and their family members are strongly encouraged to wear seat belts whenever they are driving or riding
in any vehicle at any time. Whether on or off the job, we don’t want to see you hurt.
Employees who violate this policy will be subject to disciplinary action, up to and including termination.
VII-Q. Usage of Wireless Communications While Driving Policy
Employees are prohibited from using any cell phone, PDA or any wireless communication system (whether or not it is
owned by the county) while:
1. Operating any county vehicle, including off-road heavy equipment, at any time, to include both working and nonworking hours;
2. Operating any vehicle, including off-road heavy equipment, not owned by the county while in the performance of
his or her county duties; and
3. Operating any vehicle, including off-road heavy equipment, while engaging in any business related to county
operations.
Employees who must utilize cell phones, PDA or any other wireless communication system shall to so only after safety
exiting traffic and parking the vehicle safely off the road. The vehicle shall remain parked off the roadway until all
communication has been completed.
If the Appointing Authority determines the use of such communication and devices is a vital necessity of performing
one’s job duties, the employee may be authorized to utilize the devices with a hand-free option.
In no circumstances may a county employee type, text or read any cell phone, PDA or any wireless communication
system while operating any vehicle as described herein.
Page | 81
Employees who violate this policy and are involved in accidents or charged with traffic violations caused by or resulting
from the use of a cell phone, PDA or wireless communication system while driving, are solely responsible for liabilities
that result from such actions and are acting outside the line and scope of their duties.
In addition to compliance with this policy, all employees are expected to follow applicable state, federal and local laws
or regulations regarding the use of cell phones and PDAs at all times.
Discipline:
Failure to follow this policy shall be subject to disciplinary action up to, and including termination.
Cullman County Sheriff’s Office and Emergency Management Agency (EMA) employees shall be partially exempt
from this section if the wireless devices are a necessary function while said employees are engaged in their scope of
employment. This partial exemption is limited to the necessary actions of an employee, which further the business of
Cullman County and are not personal in nature. All wireless communication devices that are partially exempt should
be used, when available, with a hands-free feature.
Page | 82
VIII. Revision Log
Date
2/23/2016
3/8/2016
Revision Description
Handbook Adoption
Added Employee Assistance Program Policy to Section I-FF;
Added Social Media section to Technology Use Policy in Section I-H.6;
Changed Section V-O, Benefits Due at Retirement language regarding use
of accrued sick leave;
Added section (e) to Section VII-F.2, Transitional Duty;
Changed % increase to step increase in Section I-T;
Changed % decrease to step decrease in Section I-V and Section III-D (1);
Added additional language to Section V-O regarding health coverage at
time of retirement;
Added Section IV-P, Political Leave Without Pay
Approved By
Cullman County Commission
Cullman County Commission
Page | 83
IX. Employee Acknowledgement of Handbook
I have been advised that Cullman County uses the employee handbook which is effective February 23, 2016. The
handbook is available on the Cullman County Commission web site and a hard copy is available for review in each
department of the County. These copies will be updated as appropriate. I understand that it is my responsibility to read
and comply with the contents of the employee handbook, as well as any revisions or modifications made to it.
Furthermore, I understand that I should consult with my supervisor, department head and/or the County Personnel
Department regarding any questions not answered in the handbook.
I acknowledge that I have received a copy of the Cullman County Employee Handbook that covers many important
Cullman County policies, including, but not limited to:
Initials





Alcohol and Drugs-Drug Free Workplace Policy
Equal Employment Opportunity Policy
Non-Harassment Policy
Technology Use Policy
Workplace Rules of Conduct
______
______
______
______
______
I understand the following:

The handbook contains policies, procedures, and rules of conduct governing employment at the County, and
these are MANDATORY for all county employees, regardless of status or type unless exempted by law or
statute.
THIS HANDBOOK HAS BEEN PREPARED FOR INFORMATIONAL PURPOSES ONLY AND SHALL NOT
CONSTITUTE A CONTRACT BETWEEN CULLMAN COUNTY AND MYSELF. OTHER POLICIES MAY
APPLY TO MY EMPLOYMENT AND MY DEPARTMENT MAY HAVE RULES AND REGULATIONS
WHICH I MUST FOLLOW.

The benefits and policies of the County may be changed or amended at any time, with or without notice unless
dictated otherwise by statute and that my department may have rules in addition to the ones contained in the
handbook.
By signing and dating this form, I understand that it is my responsibility to familiarize myself with the contents of this
handbook, and to consult with my supervisor and/or department head concerning any questions that may arise
concerning the contents of the handbook.
_______________________________________
Employee Signature
__________________________________________
Witness Signature
_______________________________________
Employee Printed Name
__________________________________________
Date
Page | 84

Cullman County Personnel Handbook

Transcription

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